Environmental Considerations
The current action is not subject to CEQA because it is not an activity that may cause either a direct or reasonably foreseeable indirect physical change in the environment. (Pub. Resources Code, § 21065; CEQA Guidelines §§ 15060(c), 15378(a).)
Commission Recommendation
Not Applicable
Strategic Plan Integration
Not Applicable
Alternatives
The City Council may choose among the following alternatives:
1) Approve the recommended actions as stated above.
2) Amend the recommended actions.
3) Decline to approve the recommended actions or cancel the project.
Alternatives 2 and 3 are not recommended because they would delay the implementation of traffic safety improvements at this location.
Coordination and Review
This report was prepared by the Capital Projects Department in coordination with and review by the Finance Department.
Budget/Cost Impact
This project is included in the City’s current Capital Improvement Program (CIP) as CIP 12023 – 6th St & Cummins Way Traffic Safety Project. Additional funds in the amount of $473,636 are being requested from the Road fund, (201) for this CIP to fully fund Amendment No. 2 and ongoing costs for the project.
ATTACHMENTS
1) Resolution 25-19
2) Vicinity Map
3) Psomas Contract Amendment No. 2
717
Attachment 1
RESOLUTION 25-19
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO
APPROVING AN AMENDMENT TO THE CAPITAL IMPROVEMENT PROGRAM FOR THE 6TH STREET & CUMMINS WAY TRAFFIC SAFETY PROJECT (CIP 12023) WHEREAS, the City Council adopted the biennial Capital Improvement Program (CIP) budget for Fiscal Years 2023/24 and 2024/25 on June 28, 2023; and WHEREAS, on November 1, 2023, City Council awarded a professional engineering services contract to Psomas to provide a feasibility study and preliminary engineering design of traffic calming measures for the 6th Street and Cummins Way Traffic Safety Project (Project); and WHEREAS, City staff and Psomas have identified traffic calming measures and will advance to final design and develop construction bid documents; and WHEREAS, additional funding is necessary to carry out the Project and an amendment is required for the Capital Improvement Program budget for the Project; and WHEREAS, the City Council has considered all information related to this matter, as presented at the public meetings of the City Council identified herein, including any supporting reports by City staff, and any other information provided during public meetings.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:
1. The City Council hereby approves amendments to the Capital Improvement Program (CIP) for the 2024-25 fiscal year as listed below:
SOURCES
$473,636 201-0000-3110 Road Fund, Fund Balance
$473,636 400-9900-4990/400-12023-4990 Transfer in to project $473,636 Total Sources
USES
$473,636 400-9900-5530/400-12023-5800 Project Budget 6th Street & Cummins $473,636 201-9211-5950 Transfer out to Project
$473,636. Total Uses
*Note: Interfund Transfers are not included in the total to avoid duplications of costs.
2. The City Council hereby finds that the facts set forth in the recitals to this Resolution are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.
3. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED by the West Sacramento City Council this 19th day of February 2025, by the following vote:
AYES:
NOES:
ABSENT:
Martha Guerrero, Mayor
ATTEST:
718
Resolution 25-19
Jennifer Cusmir, City Clerk
719
720
Attachment 3
CPE23-244 Psomas
6th and Cummins Intersection Improvements
Expires 12/31/26
AMENDMENT NO. 2
to the
CONTRACT FOR SERVICES
between the
CITY OF WEST SACRAMENTO
And
PSOMAS
Dated November 1, 2023
This Amendment No. 2 to the Contract for Services between the City of West Sacramento (City) and Psomas (Consultant) dated November 1, 2023 for the 6th St and Cummins Way Traffic Safety Project, is made and entered into this 19th day of February 2025. Except as expressly amended herein, the November 1, 2023 Contract for Services is in full force and effect.
RECITALS
WHEREAS, the City desires professional services for the Feasibility Study and Engineering Design for the 6th St & Cummins Way Traffic Safety Project; and WHEREAS, on November 1, 2023, the City awarded a professional services contract to Psomas to prepare a feasibility study for the project in the amount of $ $99,930.00; and WHEREAS, Amendment No. 1 was executed on October 18, 2024, to include scope modifications and budget reallocation; and
WHEREAS, the City and Consultant desire to amend said contract.
NOW, THEREFORE, IT IS MUTUALLY AGREED by parties hereto to amend said agreement as follows:
I. SCOPE:
The scope of services as set forth in the Contract for Services dated November 1, 2023, shall be revised to include the scope modifications to complete project plans, specifications, and estimate as identified in the proposal dated January 21, 2025, attached hereto as Exhibit A.
II. COMPENSATION:
The compensation as set forth in the Contract for Services dated November 1, 2023, shall be revised as identified in the proposal dated January 21, 2025, attached hereto as Exhibit A, and total compensation shall be increased by $74,810.00.
III. TERM:
The term as set forth in the Contract for Services shall be extended and shall terminate on December 31, 2026.
IV. REMAINING TERMS AFFECTED: Except as expressly provided herein, nothing in this Amendment No. 2 shall be deemed to waive or modify any of the other provisions of the Contract. In the event of any conflict between this Amendment No. 2 and the Contract, the terms of this Amendment No. 2 shall prevail.
721
Amendment No. 2 Contract for Services Psomas
February 19, 2025
Except as expressly set forth herein, all terms and conditions of the Contract remain in full force and effect. In the event of a conflict between the Amendment No. 2 and the Contract, the terms of Amendment No. 2 shall control.
IN WITNESS WHEREOF the parties hereto have executed this Amendment No. 2 as the date herein set forth.
CITY OF WEST SACRAMENTO
By:
Amanda Berlin, Assistant City Manager
PSOMAS
By:
Paul Gervacio, Vice President – Senior Project Manager
APPROVED AS TO FORM
By:
Jeffrey Mitchell, City Attorney
ATTEST:
By: ________________________________________________________ Jennifer Cusmir, City Clerk
722
1410 Rocky Ridge Drive
Suite 300
Roseville, CA 95661
Tel 916.788.8122
www.Psomas.com
January 21, 2025
Christian Asuncion
City of West Sacramento
1110 West Capitol Avenue, 2nd Floor
West Sacramento, CA 95691
Subject: Request for Additional Funds for 6th & Cummins Intersection Improvements – CIP 12023
Dear Mr. Asuncion:
To complete the final design and construction phase of the 6th & Cummins Intersection Improvement project, we are submitting a request for additional funds to cover the scope of work summarized below.
Prepare Final PS&E – 90% and 100% submittals
CEQA Documentation – Categorical Exemption Documentation Additional Public Outreach – Additional coordination and one outreach by mailer Utility Coordination – Utility impact documentation and subsurface utility engineering Bidding Assistance – Support Services during bidding phase Construction Support – Support Services during construction phase Street Lighting Analysis and Final Design – Illumination level analysis and preparation of solar or conventional lighting design
Additional details can be found in the attached scope of work from the edits clarifying what is included in this request. Please call us if you have any questions regarding this request.
Sincerely,
Paul Gervacio, P.E., ENV SP
Project Manager
Enclosure
723
EXHIBIT “A”
SCOPE OF WORK
SCOPE OF WORK
Psomas agrees to furnish and perform the various professional services pertinent to the project specifically outlined as follows:
TASK 5 – Plans, Specifications and Estimate
Psomas will prepare 90% and 100% Plans, Specifications, and Estimate (PS&E) in accordance with City standards.
The plans will include details necessary to construct the improvements including pavement design (furnished by the City), mountable curb and speed bump details, signing/striping. The plans will also be checked against existing site conditions prior to submittal. Response to City comments will also be included.
At the appropriate levels of design development, PS&E submittals may include, but are not limited to, the following:
Title sheet
Survey Control
Typical Sections
Layouts
Construction Details (speed bumps, mountable curb)
Signing/Striping
Bid Quantities
Construction Cost Estimate
Technical Specifications
Psomas will construct a constructability review of the plans. The review will be performed by a senior engineer and by our construction management team with Psomas, independent of the internal design team. Comments from the constructability review will be distributed to the design team and the City Project Manager. If necessary, a meeting will be held to discuss the constructability review comments and address any outstanding comments and plan changes that improve the quality of the contract plans.
It is assumed that PS&E does not require inclusion of pavement design, modification of existing or installation of new traffic signals, utility relocation, drainage plans/profiles, replacement of curb ramps, as well as traffic control/staging sheets. This task includes project management duties such as attending meetings, updating the project schedule, agency coordination, monthly status reports and quality control.
Deliverables:
Monthly team and agency coordination meeting agenda and minutes Monthly progress reports and invoices
Updated project schedules
QC/Constructability review comments and responses
90% and 100% PS&E submittals with responses to comments 724
TASK 6 – Additional Tasks
Psomas will prepare Plans, Specifications, and Estimate (PS&E) in accordance with City standards. The plans will include details necessary to construct the improvements including pavement design (furnished by the City), mountable curb and speed bump details, signing/striping and lighting.
6.1 CEQA Documentation
Based on our review of the proposed improvements and the lack of potential environmental impacts, Psomas anticipates that the Project would qualify as a Categorical Exemption (CE) pursuant to CEQA Guidelines Section 15301(c), which applies to minor alterations to existing public facilities.
To document the City’s decision that the Project qualifies as a CE, Psomas will prepare a CE Memorandum for the project, which will include: a brief project description; a discussion of the Project’s location and the existing environmental setting; the applicability of the Class 1 CE to the Project; and the applicability of exceptions to the use of CE’s, which are noted in Section 15300.2 of the State CEQA Guidelines. The scope assumes one round of comments from the project team and/or City. This scope assumes electronic (.word and .pdf) submittal of one draft and one final draft of the CE Memorandum. After review and approval of the CE Memo, Psomas will prepare a Notice of Exemption (NOE), which the City will file at the County Clerk. This scope assumes three months of project involvement for one environmental staff, as well as one environmental staff attendance at two, one-hour meetings.
It is assumed the Project alternative to extend Cummins Way east to Lighthouse Drive is not part of this project.
Deliverables:
Categorical Exemption Support Memo
Notice of Exemption
6.2 Additional Public Outreach
Additional public outreach services will be provided during the final design and construction phases of the project.
This includes attending PDT meetings, engaging with the community by development of construction notification messaging to be mailed to the immediate community prior to the beginning of construction.
It is assumed there are two meetings to discuss public outreach topics.
Deliverables:
Draft and Final Community Messaging Flyer
Up to 650 Mailings of the Flyer
6.3 Utility Coordination
Psomas will continue to reach out to utility owners and prepare Utility ‘B’ and ‘C’ letters to continue the collection of utility information for design use, coordination with utility owners to resolve conflicts with the proposed improvements, and coordinate utility relocation efforts. Utilizing the information collected during the preliminary engineering phase from the Utility ‘A’ inquiries, Utility ‘B’ letters will be prepared on City letterhead and sent out at the 95% PS&E phase and will include notification of potential utility conflicts between the existing facilities and the proposed improvements.
Utility companies will be asked to verify their existing facilities, including the location, size, and depth (if applicable) within the work area, and confirm if relocations are required. If utility relocations are required, Psomas will coordinate with the conflicting utility owners as they develop plans for their utility relocations. It is assumed the City has prior 725
rights and any utility relocation design and construction costs will be the responsibility of the utility owner. Utility ‘C’ letters will be sent out at the 100% PS&E phase when the project is ready for advertisement and will include the anticipated project construction schedule.
If necessary, as a more economical option, scope and fee has been included to provide for limited subsurface utility engineering (SUE) to be completed at select locations to better define the horizontal and vertical locations of existing utilities, such as water, gas, power, waste, communications and cable/TV, collected during the preliminary engineering phase. For utility detecting, we detect most underground utilities by using one or all of the following; a standard electromagnetic utility locator, a ground penetrating radar unit, sonic wave generator and magnetic locator. With this method, we are able to find; main water supply lines and associated branch lines made of metal (conductive) or water lines installed with a “tracer wire”, sewer and waste lines by electromagnetic location, power lines, telecommunication lines, gas lines with tracer wires. This will provide quality level B location information which is a step below quality level A – utility potholing efforts.
SUE will be isolated to the intersection area and along the west side of 6th Street where there may be proposed improvements that are deep enough to potentially impact existing utilities. If the proposed improvement depths are close to SUE discovered high risk utility elevations, additional scope and fee for utility potholing can also be provided once the limits of potholing efforts can be refined.
Deliverables:
Utility ‘B’ and ‘C’ letters and exhibits
Utility conflict matrix
Updated utility base mapping incorporating SUE findings
6.4 Bidding Assistance
Psomas will prepare a resident engineer pending file to provide additional information to the resident engineer for use during construction including the quantity backup calculations, utility information, and other design materials not included in the contract documents. Psomas will aid the City in advertising the project. This assistance will include answering questions regarding the plans and technical specifications and preparation of addenda. Psomas will assist the City in responding to bidder inquiries, and clarifications, and providing ongoing consultation and interpretation of the construction documents.
Deliverables:
Resident Engineer pending file
Responses to inquiries
Addenda
6.5 Construction Support
Psomas will assist the City in providing construction support, as needed, which will include the following tasks:
Attend pre-construction meeting
Provide ongoing consultation and interpretation of construction documents in response to RFIs Provide assistance and necessary plan changes to issue change orders during construction Provide construction engineering assistance
Assist with reviewing and approving submittals and shop drawings Prepare as-built plans from a single, red-lined plan set provided by the Contractor 726
Deliverables:
Responses to RFIs
Change orders
As-built plans
TASK 7 – Street Lighting Analysis and Final Design
Psomas will prepare lighting analysis to develop lighting construction plans to improve safety and visibility.
Illumination Level Evaluation
Psomas will perform an illumination level evaluation within the project limit at the intersection of 6th and Cummins Way, bounded by curb returns. Calculations will be performed using AGi 32 Industry Standard Software to evaluate and design for adequate lighting levels at the intersection in accordance with the Illuminating Engineering Society of North America (IESNA’s) guidelines for Roadway Lighting, and the City of West Sacramento standard design guidelines as appropriate. Psomas will prepare a lighting exhibit at a scale of 1”=20’ to illustrate lighting results.
Lighting Construction Plans – Solar-Powered or Conventional Lighting Psomas will develop lighting plans for construction. Lighting layout plans will be prepared at a scale of 1”=20’ illustrating the improvement area at the intersection of 6th Street and Cummins Way. Lighting plans will include and illustrate the proposed lighting pole locations , LED fixtures, pole foundations details, and other pertinent details for construction for either a solar-powered or conventional lighting system. A total of one (1) sheet is assumed required.
A total of up to two (2) submittal milestones are assumed required for final approval from the City. Psomas will also furnish the accompanying Engineer’s Estimate, as required. The lighting plans, specifications and estimate will be combined with the rest of the PS&E package described in Task 5.
If the City selects a solar-powered lighting design, it is assumed the City will choose the solar lighting vendor for use or Psomas may provide and recommend a solar lighting vendor for the City’s consideration. Psomas will conduct coordination with the solar lighting vendor, as necessary. No coordination with PG&E is assumed required and a standard City light pole foundation will be used.
If the City selects a conventional lighting design, Psomas will conduct coordination with PG&E and apply for new service, as required. A standard City light pole foundation will be used.
Deliverables:
Illumination Level Evaluation
90% and 100% PS&E for either Solar-Powered or Conventional Lighting 727
Tasks Task Description Unit of Measure # of Hours Hourly Rate Total No Bid 5 Plans, Specifications and Estimate Hours 162 $115-265 $29,995.00 FALSE 6 Additional Tasks FALSE
6.1 CEQA Documentation Hours 46 $105-248 $8,940.00 FALSE6.2 Additional Public Outreach Hours 24 $105-248 $5,040.00 FALSE6.3 Utility Coordination Hours 52 $105-248 $10,395.00 FALSE6.4 Bidding Assistance Hours 14 $105-248 $2,515.00 FALSE6.5 Construction Support Hours 38 $105-248 $6,925.00 FALSE 7 Street Lighting Analysis and Final Design Hours 73 $105-248 $11,000.00 FALSE Total $74,810.00
728
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 19, 2025 ITEM # 8
SUBJECT:
CONSIDERATION OF AWARD OF A PROFESSIONAL SERVICES CONTRACT TO
MATRIX CONSULTING GROUP, LTD FOR THE DEVELOPMENT OF A FACILITIES, VEHICLES, AND EQUIPMENT MASTER PLAN (CIP 51276)
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [ X ] Staff
[ ] Other
Peter Ibrahim, Capital Improvement Manager
Capital Projects Department
ATTACHMENT [ X ] Yes [ ] No [ ] Information [ ] Direction [ X ] Action
OBJECTIVE
The objective of this report is to provide the City Council with sufficient information for the approval of a professional services contract with Matrix Consulting Group, Ltd (Matrix Consulting) for the preparation of a Facilities, Vehicles, and Equipment Master Plan (CIP 51276).
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Award a contract for professional services with Matrix Consulting to prepare, develop, and deliver the Facilities, Vehicles, and Equipment Master Plan (CIP 51276); 2) Authorize the City Manager, or his designee, to execute a professional services contract with Matrix Consulting in the amount of $455,330 for the preparation of a Facilities, Vehicles, and Equipment Master Plan;
3) Authorize the City Manager, or his designee, to make non-substantive changes or modifications to the Contract for Services, with approval from the City Attorney; 4) Authorize the City Manager, or his designee, to execute contract amendments up to $45,533 for contract contingency; and
5) Authorize the City Manager, or his designee, to execute non-substantive changes or modifications to the professional services contract, with approval from the City Attorney.
BACKGROUND
The City Council conducts an annual Strategic Planning Workshop to review progress and set the direction for the upcoming year. The process involves articulating a vision for the organization’s future, creating a road to achieve that vision, and identifying the steps necessary to implement the plan. It is a forward-looking process that yields tangible, measurable and meaningful results. As part of this effort, the Facilities, Equipment and Vehicles Master (FVEMP) was identified as a “High Priority” item in the 2019 Policy and Management Agenda.
The strategic goal of the FVEMP is to evaluate the condition of City facilities, vehicles, and equipment; assess their ability to meet the needs of current services; anticipate growth and future service delivery requirements; analyze gaps in service provision; and create an action plan to address these issues. The FVEMP will also address future City facility needs through services such as condition assessments, space and programming needs assessments, and the development of a long-term facilities master plan. This plan will focus on preserving, redeveloping, and/or adapting current facilities, as well as identifying and planning for new facilities to effectively meet the needs of residents, businesses, and City staff who utilize them.
Additionally, the FVEMP will include an evaluation of equipment and vehicles, assessing their current condition and anticipated life cycle. This evaluation is crucial to ensure that the City's fleet and equipment can continue to support service delivery effectively. The life cycle assessment will help in planning for replacements, upgrades, and maintenance, ensuring that the City's resources are used efficiently and that service disruptions are minimized. This comprehensive approach will enable the development of a cohesive and sustainable strategy for managing City facilities, equipment, and vehicles.
Relevant facilities/maintenance data provided will be transferred to the Computerized Maintenance Management System (CMMS) database or any pertinent City database, providing strategies for prioritizing and funding annual maintenance projects and managing other assets. The FVEMP will compile data sets that outline existing conditions, fleet and facility objectives, and will serve as the guiding document for sustainability, funding sources and uses, project estimation and scheduling, and the implementation of new technology systems.
The anticipated duration of the FVEMP should be at least for the next twenty-thirty (20-30) years but should be in the context of how long new building structures or improvements may take. The FVEMP will also be revised 729 Professional Services Contract with Matrix Consulting Group, Ltd. for the Facilities, Vehicles, and Equipment Master Plan February 19, 2025
every 5-10 years. The City is relying on the expertise of a qualified consultant to identify the ideal duration of the FVEMP and any time-sensitive variables. The finalized plan will provide recommendations with cost estimates to guide future decisions, timelines, and steps forward in delivering city services. Ultimately, this effort will improve program and service efficiencies, streamline workflows, modernize facilities, and ensure financial sustainability to position the City for effective municipal administration in the years ahead.
ANALYSIS
This procurement was handled in accordance with the City’s procurement procedures for professional services.
The award is recommended to the firm offering the most comprehensive overall proposal considering factors such as, qualifications and experience, staffing and project organization, technical approach, proposed schedule, and price. City staff conducted a competitive procurement process to select the proposed firm, Matrix Consulting, to complete the contract.
24-068-RFP for the Facilities, Vehicles and Equipment Master Plan was officially released on September 27, 2024, via OpenGov Procurement, marking the beginning of the submission process. Interested parties were required to submit any questions regarding the RFP by October 9, 2024. Responses to these questions were provided by City staff on October 21, 2024. The final deadline for submitting proposals was November 4, 2024.
The RFP received two (2) proposals by the submission deadline. The City evaluation committee reviewed the proposals based on the evaluation criteria and determined both firms to be responsive and responsible, listed below in alphabetical order:
1. Kitchell + Veregy
2. Matrix Consulting Group, Ltd.
After considering the proposals, the evaluation panel unanimously identified Matrix Consulting as the most qualified firm recommended for consideration of award.
The City and Matrix Consulting negotiated the scope of work and cost proposal, as detailed in Attachment 1.
The FVEMP is designed to provide the City with a thorough understanding of its current and future facility needs, guiding the growth of services, administration, and community programs. The scope of services includes five key phases: assessing the condition of facilities, vehicles, and equipment; analyzing future space needs and gaps; planning alternative service locations; developing cost estimates and funding strategies; and creating a communications plan. The finalized plan will include actionable steps, cost estimates, and timelines to enhance service delivery and modernize City facilities. The deliverables will comprise a comprehensive Facilities Master Plan, detailed assessments, and a clear financial strategy.
Environmental Considerations
This action is not a "project" for the purposes of the California Environmental Quality Act, Public Resources Code section 21000 et seq. ("CEQA"), because it is not an activity that may cause either a direct or reasonably foreseeable indirect physical change in the environment and, therefore, pursuant to Public Resources Code section 21065 and CEQA Guidelines sections 15060(c) and 15378(a), it is not subject to environmental review.
Commission Recommendation
Not Applicable.
Strategic Plan Integration
This project is consistent with the City of West Sacramento’s Strategic Plan.
Alternatives
The Council’s primary alternatives are summarized below:
1) Approve the recommended actions as stated above.
2) Deley or revise the recommended actions.
3) Not approved the recommended actions.
Staff recommends Alternative 1, as this a critical as the FVEMP will inform the planning and project selection process, laying out a scheduled maintenance and replacement plan for city-owned facilities, assets, vehicles, and equipment. This plan will support the City’s mission, vision, core strategies, and goals. 730
Professional Services Contract with Matrix Consulting Group, Ltd. for the Facilities, Vehicles, and Equipment Master Plan February 19, 2025
Coordination and Review
This report was prepared by the Capital Projects Department and has been coordinated with and reviewed by the Finance Department.
Budget/Cost Impact
This project is included in the City’s current Capital Improvement Program (CIP) as CIP 51276: Facilities, Vehicles, and Equipment Master Plan. There are currently sufficient funds in this CIP to award the contract to Matrix Consulting.
ATTACHMENTS
1. Matrix Consulting Proposal
2. CPA24-365 Matrix Consulting Group Contract
731
Proposal to Develop a Facilities, Vehicles, and
Equipment Master Plan
WEST SACRAMENTO, CALIFORNIA
November 4, 2024
Attachment 1
732
Table of Contents
Transmittal Letter i
1 Mandatory Qualifications and Experience 1
2 Technical Project Approach 13
3 Cost Proposal 23
733
November 4, 2024
Peter Ibrahim, CIP Manager
City of West Sacramento
1110 W Capitol Ave
West Sacramento, CA 95691
Dear Mr. Ibrahim:
Matrix Consulting Group is pleased to submit our proposal to develop a Facilities, Vehicles, and Equipment Master Plan (FVEMP) for the City of West Sacramento. The following information has been provided in accordance with the City’s RFP:
A. Proposer’s Name and Contact
Richard Brady, President
Matrix Consulting Group, Ltd.
1875 S. Grant Street, Suite 960
San Mateo, CA 94402
(650) 858-0507 fax (650) 397-4050
[email protected]
B. Statement of Offer
Our proposal is an offer to complete the City’s requested Scope of Work and the offer, including the cost proposal, will remain valid for at least ninety (90) business days after November 4, 2024.
C. Conflict of Interest
Neither Matrix Consulting Group nor any individual who shall perform work under this contract has a conflict of interest.
D. City Contract Terms
We have read and understand the City’s standard contract and insurance requirements.
We can comply with all terms and conditions except a minor part of the insurance requirement regarding coverage for owned automobiles. Our firm does not own any automobiles and therefore we cannot provide coverage for these. Our insurance matrix
consulting group
734
otherwise complies with contract requirements, and we request an exception on this minor issue. We understand that proof of insurance will be required prior to contract execution.
E. Subcontractors
We will be subcontracting with two firms: ALPHA Facilities Solutions, LLC. and Energetics.
ALPHA Facilities Solutions Energetics
Address 4085 Cibolo Canyons St, Ste 200
San Antonio, TX 78261
2907 Shelter Island Dr., Suite 217
San Diego, CA 92106
Email Address [email protected] [email protected] Phone Number (210) 492-5742 (202) 479-2748
Overview ALPHA Facilities Solutions is a
worldwide provider of facility
condition assessment, capital
planning, maintenance, management,
investment strategy, space planning
services, and lifecycle management
delivery. They provide services to
federal, educational, state/municipal,
and healthcare clients. With
extensive worldwide expertise, they
have a successful track record for
helping clients achieve their goals
and maximize return on investment.
Energetics draws on deep energy
and sustainability expertise to help
public entities integrate clean energy
technologies and strategies into their
real-world operations. They bring
over 40 years of experience as
trusted government consultants and
decades of alternative fuel/energy
and sustainable fleet transition
planning experience to their work of
delivering a sustainable future.
F. Signature and Authority
As the firm’s President, I am authorized to negotiate on the firm’s behalf and bind it contractually. I can be reached at the address, phone number, or email listed above.
We look forward to discussing our proposal and to continuing our relationship with the City of West Sacramento.
Richard Brady, President
Matrix Consulting Group, Ltd.
735
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 1
1. Mandatory Qualifications and Experience
This section of our proposal demonstrates that our firm holds the qualifications and experience required to complete the City’s requested Scope of Work.
A. Organization
Matrix Consulting Group, Ltd. is a management consulting firm dedicated to providing quality analytical, evaluation, support, and training assistance to local government. Our company was formed by experienced consultants to pursue an operating model in which analytical work is performed by senior level staff. Our firm can be summarized as follows:
• We were incorporated in 2003 in the State of California. We are headquartered in San Mateo and have regional offices in Irvine (CA), Charlotte (NC), Dallas (TX), Edwardsville (IL), the Tampa (FL) area, Portland (OR), and Nova Scotia, Canada.
Our proposed Project Manager is located in Nova Scotia, Canada and additional staff are located across the United States, including California. • We are comprised of 30 full-time and seven part-time highly experienced management consultants who specialize in the analysis of local government functions encompassing the entire spectrum of critical operational areas. • Since our founding, we have worked with over 1,700 government agencies, conducting management studies and cost-of-service evaluations providing recommendations relating to operations, improvements, and cost recovery. • We take a holistic approach to evaluating operations, processes, policies, and resource needs to provide efficient and effective services to both the public and internal customers.
We will partner with Energetics on this project. Energetics provides technical consulting services to the U.S. Department of Energy (DOE), several DOE National Laboratories, state energy offices (such as the New York State, California, Colorado), utilities (including the seven largest in California), and numerous local municipalities (counties, cites, and towns). Energetics’ Sustainable Transportation staff includes engineers and scientists with extensive experience in vehicle efficiency and alternative fuel technologies.
Our facility condition assessment partner, ALPHA Facilities Solutions, is a global provider of strategic asset management and capital planning services. Family-owned and operated, ALPHA is an architectural-engineering firm that offers a different kind of engineering service. ALPHA assesses facility assets to give perspective to facility decision makers for better management and performance of their assets over time. Their 736
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 2
professional services empower administrators to be better stewards of their investment and extend the lifespan of their campuses by identifying near and long-term capital maintenance needs and funding.
B. Experience
Since our founding, we have worked with over 1,700 government agencies, conducting cost of service and management studies providing recommendations relating to operations, improvements, and cost recovery. We have dedicated facility, fleet, sustainability, financial services and Diversity, Equity and Inclusion (DEI) practices with experienced staff accustomed to working together. The following outlines the core services areas of our firm:
Administrative (HR, Finance, IT) Fire and EMS
Community Development Fleet Management
Diversity, Equity and Inclusion Law Enforcement
Facilities and Space Planning Public Works
Financial Services Sustainability
C. Public Agency Experience
Almost all of our past clients (99.8%) have been public entities. Below is a list of recent clients where we completed projects with a facilities, fleet, or electrification component, or a combination of all three.
Client Firm Year Project Title/Scope
Palm Desert Matrix/Energetics 2024 Fleet Electrification Master Plan Hennepin County, MN Matrix 2023 Fleet and Facility Operational Development Study
Issaquah, WA Matrix/Energetics
Matrix
2022
2023
Fleet Funding and Fossil Fuel Reduction
Enterprise Asset Management Plan
Lee’s Summit, MO Matrix 2024 Management Audit of Facility and Equipment Maintenance and Replacement
Long Beach, CA Matrix 2022
2023
Fleet and Shop Audit
Public Works Staffing and Operations Audit
Miami Beach, FL Matrix 2023
2024
Fleet Lifecycles, Maintenance and
Electrification
Facility Management Divisions Review
Redmond, CA Matrix/Energetics 2023 Fleet, Facility and Electrification Review Rowan County, NC Matrix 2024 Fleet, Facility and Outsourcing Review Santa Barbara, CA Matrix/ALPHA 2021 Internal City Services Financial and Program Study
Seminole Tribe of Florida Matrix 2022 Fleet, Facility and Electrification Study 737
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 3
Matrix Consulting Group is currently updating the development fee schedule for West Sacramento and recently completed an assessment of the City’s Capital Improvement Program. In the past, we have also conducted studies for the City’s police and fire departments.
D. Personnel
We propose a dedicated team of subject matter experts who are former development and permitting leaders in local government, prior to becoming consultants. The consultants proposed for this engagement have broad experience working together analyzing local government operations. The organization of our team is shown below.
Kate Vigneau will serve as the project manager and be engaged in all aspects of this project. Short resumes of all members appear below.
Alan Pennington
Sr. Vice President
Project Executive
Kate Vignaeau,
CAFM
Director
Project Manager
Matrix Consulting
Group
Aaron Baggarly
Vice President
Space Planner
Suelyn Knight
Senior Manager
DEI Lead
Chas Jordan
Manager
Facility Analyst
Ruth Alfson, CAFM
Manager
Fleet Analyst
Joe McDonald
Sr. Consultant
Technical Analyst
Megan Young
Sr. Consultant
Facility Analyst
ALPHA
Keith Jones
Principal
Facility Assess Lead
Ron Kramps, PE
Manager
Facility Analyst
Energetics
Russ Owens
Manager
Sustainable Lead
Matthew VanSlyke
Manager
Sustainable Analyst
Onsite Evaluators
Kevin Wood
Abit Baral, PhD
Ehsan Arabien
738
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 4
Alan Pennington is a Senior Vice-President of the firm with over 25 years of practitioner and consulting experience. He leads our General Consulting Practice which includes organization-wide assessment, including staffing and workload assessment for administration, finance, IT, HR, community development, and public works operations. He has served as the Project Manager or Lead Analyst on over 300 local government studies since joining the firm and served for over 13 years in various public sector positions in Illinois before joining Matrix. The positions included Assistant City Manager, Asst.
Human Resources Director, and Labor Relations Manager. Alan is a member of: The International City/County Management Association (ICMA), Government Finance Officers Association (GFOA), and the Association of Local Government Auditors (ALGA) and has an MPA from the University of Maine.
Alan has served as Project Manager (or principal analyst) on the following projects: Alexandria (VA), Charleston (SC), Everett (WA), Franklin (TN), Johnson County (KS), Menlo Park (CA), Montpelier (VT), Santa Barbara (CA), Rancho Mirage (CA), Rancho Palos Verdes (CA), Raymore (MO), Roseville (CA), Schertz (TX), Washington County (NY) and White Plains (NY).
Project Role: Alan will serve as Principal-in-Charge.
Katherine Vigneau, CAFM, heads the fleet practice and has more than 35 years of experience as a fleet manager and fleet management consultant. She spent 27 years in the Canadian Army, where she provided oversight for fleet policies and best practices of a fleet of 32,000 vehicles. After her retirement in 2010, Kate became a recognized fleet education and training specialist who acted as the Director of Professional Development for NAFA for over a decade, guiding their fleet education and certification programs. She won the Excellence in Fleet Education award for her volunteer efforts with the Association. She holds professional designations in fleet and logistics and an MBA from the Royal Military College.
She has managed over 100 projects for clients including: California Water, Simi Valley (CA), Issaquah (WA), Long Beach (CA), Carlsbad (CA), Simi Valley (CA), Redmond (WA) and Spokane (WA). Kate is a functional specialist in replacement planning, utilization, best practices, and electrification, and a speaker at industry events such as NAFA’s I and E, The Work Truck Show and CONEXPO.
Project Role: Kate will serve as the Project Manager.
Aaron Baggarly, AICP is our lead space planner and has conducted over 150 facility master plans, staffing, and operational assessment. He has a wide array of experience reviewing local government operations. He has served as a project manager and analyst on all types of studies, including space management, facility maintenance, fleet operations and audits, internal controls, contract review, staffing, and organizational assessment. He has assessed the facility and space needs for all government operations with an emphasis on fleet facilities. He is a member of American Institute of Certified Planners (AICP) and the American Planning Association and holds a BS in Community and Regional Planning.
He has managed or acted as lead analyst on facility studies for New Rochelle (NY), Hennepin County (MN), Rowan County (NC) and Beaufort Jasper Water Authority.
Project Role: Aaron will serve as the Space Planner.
739
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 5
Suelyn Knight is a Senior Manager in the firm and has a proven track record of leading transformational change in government organizations. Prior to joining the firm, Suelyn was an Executive National Advisor with the Royal Canadian Mounted Police where she led the development of a national strategy on the collection of identity statistics to mitigate and address systemic racism while building trust within communities. She also served as the Equity, Inclusion and Human Rights Unit Commander with the Toronto Police Service, where she led a team of experts driving progressive and inclusive change. Key initiatives included the Gender Diversity and Trans Inclusion Project and the Workplace Well-being, Harassment & Discrimination Review. She is recognized for her experience in strategic planning, culture change, and diversity and inclusion. and specializes in leadership coaching and development, race and identity-based data collection, enterprise-wide strategic planning, community consultations/engagement, diversity education, and inclusive policy development.
Suelyn has a BA in Psychology from York University and is a candidate for her Master of Education focused on Community and Equity Studies from York University.
Project Role: Suelyn will serve as an EDI Specialist.
Ruth Alfson, CAFM is a Manager with Matrix Consulting Group. Ruth has more than 30 years of experience as a fleet manager, working with Follet Corporation, Seminole County (FL), Exelon, Serco Group, EG America, the City of Cincinnati (OH), and Mettler-Toledo. Ruth has also volunteered with NAFA, Fleet Management Association and was their President in 2015-2017. She has taught Fleet Financial Management at numerous seminars and NAFA’s Institute and Expo. She was awarded NAFA’s Excellence in Education Award and Distinguished Service Award. She specializes in analysis of policies, best practices, and replacement planning and holds a professional designation in fleet management.
Ruth has lent this depth of experience to recent projects for clients in: Janesville (WI), Pleasant Prairie (WI), Rowan County (NC), Vaughan (ON), SMUD (CA), Palm Desert (CA) and the Seminole Tribe (FL).
Project Role: Ruth will serve as a fleet analyst.
Chas Jordan, FMP, PWE is a manager with Matrix Consulting Group and leads projects in the firm’s General Consulting Practice. He serves as a project manager and a project consultant on projects dealing with public works, fleet management, facilities, utilities, parks and recreation and administrative functions. Prior to joining Matrix, Chas served as an Assistant Public Works Director and Facilities Manager in Florida. Chas is a certified Facilities Management Professional (FMP) from IFMA, an APWA credentialled Public Works Executive, and his capstone thesis dealt specifically with fleet replacement programming. He also holds an MPA from the University of North Florida.
Chas has managed or participated in projects for clients such as: Addison (TX), Stockton (CA), Bradenton (FL), Miami Beach (FL), East Bay Regional Parks District (CA), Brentwood (CA), Vacaville (CA), Seminole Tribe (FL), Cordova Parks and Recreation District (CA), La Mesa (CA), Menifee (CA), Montclair (CA) and the Moreno Valley (CA).
Project Role: Chas will serve as a facility analyst.
740
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 6
Megan Young is a Senior Consultant who recently joined Matrix Consulting Group. She brings more than ten years of experience working with local and regional governments. As Assistant to the City Manager in Greenville, SC, Megan conducted research and studies to assist in the management of City operations, programs, and services, and analyzed data, identified trends, and developed recommendations for changes in policies and procedures to improve operations. As an analyst, Megan will assist with data analysis, community engagement, and focus groups.
Megan has a BA in Intercultural Studies for Business and Spanish from Wofford College and an MPA from Clemson University.
Project Role: Megan will serve as a facility analyst.
Joe McDonald is a Senior Consultant with three years of experience. He has served as an analyst on a wide variety of engagements, ranging from community development departments to municipal airports. Joe will assist in developing client surveys, documenting current and future workflows, and conducting interviews, performing data analysis, and preparing client deliverables. He holds an IPMACP Certification from the Professional Association for Public Sector HR Professionals (PSHRA).
Joe has a BA in Professional and Technical Communications from the University of South Florida.
Recently, he has worked on projects for Rocklin (CA), San Bernardino County (CA), San Dimas (CA), Greeley (CA), Clearwater (FL) and Miami Beach (FL).
Project Role: Joe will serve as a technical analyst.
Ron Kramps, PE serves as the Facilities and Infrastructure Asset Management Practice Director. He is a professional engineer and certified energy manager with over 30 years of success in managing large, complex projects and facilities. Ron is a skilled communicator with experience in energy, environmental, construction, and contingency management. He has a strong record of building teams, finding efficiencies, and delivering facility management strategies and solutions. He is a subject matter expert in managing large school district facilities. He supports the global project initiatives of the Department of Defense Education Activity (DoDEA) and previously managed the Charleston County School District’s Asset Management program.
Project Role: Ron will serve as the facility condition assessments analyst.
Russ Owens specializes in electric vehicles (EVs) and hybrid-electric vehicle (HEV) technologies/powertrains, and sustainable alternative fuels/powertrains. With over 26 years of experience in the field, Russ' work is focused on sustainable transportation technology demonstration/verification, sustainable fleet transition planning, and emissions reduction and climate improvements. Russ' technical expertise is paired with expertise in public/grant funding acquisition, management, and reporting to help clients identify and secure funding to implement their sustainable vehicle/fleet and commercial operations. Customers include local/state/federal governments, national laboratories, and commercial clients.
Russ’ work in vehicle technology/fleet assessment/planning and his public funding acquisition successes underscores his leadership in promoting environmental sustainability and advancing the 741
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 7
automotive industry toward a greener future. He holds an MS – Mechanical Engineering for Pennsylvania University.
Russ has recently worked on fleet electrification master plans or research studies for Minnesota Department of Transportation, Palm Desert (CA), Rancho California Water District (CA), Vaughan (ON), Redmond (WA), George Mason University (VA), City of Lawrence (KS), New York State Clean Fleet Plan, and the Red Sea Project (Saudi Arabia).
Project Role: Russ will serve as the lead for fleet electrification.
Matthew VanSlyke, PTP, PMP is a transportation planner and project manager with more than 18 years of broad experience supporting local communities on a wide variety of transportation solutions. He holds a Bachelor of Science and Master of Regional Planning degrees with a focus on sustainable transportation planning. He has administered federal and state-funded transportation and community planning projects, created, and implemented training for local planning and zoning boards, and facilitated public outreach sessions to assist communities with infrastructure projects.
Matt’s knowledge of sustainable transportation options encompass bicycling, public transit, and electric vehicles. His experience also includes management of complex community development projects and in local, regional, and statewide transportation equity advocacy and tourism promotion.
Matt established and is the Executive Director of Utica Bike Rescue, a community-based not-for-profit bicycle workshop and education program to promote bicycling as an affordable, effective, sustainable form of transportation, focusing on children, students, and lower-income households.
Matt has recently worked on fleet electrification master plans or research studies for Palm Desert (CA), Rancho California Water District (CA), Culver City (CA), Vaughan (ON), Redmond (WA), George Mason University (VA), Elsinore Valley Municipal Water District (CA), City of Lawrence (KS).
Project Role: Matt will be the Electrification Analyst on this project. 742
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 8
E. References
The following references are provided for projects completed within the last three years that most similarly align with the services requested. It is important to note that these projects were completed by members of the proposed project team.
Santa Barbara, California
Internal City Services Financial and
Program Study
Angela Oslund
Facilities & Fleet Division Manager
65 Laguna Street
Santa Barbara, CA 93101
(805) 564-5568
[email protected]
We completed a comprehensive assessment of the City’s
financial policies and rates for fleet and facility services including all direct and indirect costs. We also conducted operational assessments of fleet and facility functions which included fleet utilization and electrification and fleet and facility staffing. These operational reviews led to operational efficiencies in both areas. The financial
analysis led to a defensible cost of service analyses that maximized recovery opportunities.
Our green fleet analysis included the identification of options to convert fleet vehicles to EVs. We also assessed policies for pooled vehicles and rideshare options. Our utilization and EV conversion recommendations resulted
in significant savings for the fleet.
Issaquah, Washington
Fleet Operations Study
Kelly Kussman
Fleet Manager
City of Issaquah
679 1st Ave. NE
Issaquah, WA 98027
(425) 837-3493
[email protected]
This project involved a Best Practice review of six
functional areas, a detailed utilization study of fleet assets, a ten-year capital replacement plan and extensive
research into EV and charging infrastructure options.
During the site visit, we evaluated the three main fleet facilities and locations (Police Headquarters, Public
Works, and Facilities yards) for building and vehicle
maintenance and access.
We recommended the establishment of an internal service fund and an EV Charging Plan in a location adjacent to
Fleet Services. This led to a follow-on study in Asset
Management.
743
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 9
Long Beach, California
Fleet Audit
Dan Berlenback
Fleet Services Manager
City of Long Beach
411 W Ocean Blvd.
Long Beach, CA 90802
(562) 570-5401
[email protected]
This project, initiated by the City Auditor, was to assess fleet practices at the Financial Services Bureau, Harbor and Water. Specific areas for review also included
maintenance staffing, work order processes, the
effectiveness of the replacement plan including lifecycles, budget, review and guidelines, funding approach and
chargeback system adequacy and the Fleet Management
Information System capabilities and data usage.
The findings included a maintenance staffing deficit of 2.6 Full-time Equivalents. We also made right-sizing
recommendations that would result in initial savings of over $500,000
Rowan County, North Carolina
Fleet Management Consulting
Services
William Downs
Senior Auditor
Rowan County
130 West Innes Street, Suite 31
Salisbury, NC 28144
(980) 565-9774
[email protected]
This project included a maintenance audit, policy review and utilization study of the County’s fleet. The County is in their third year of an outsourced maintenance contract.
We completed a facility review and customer satisfaction survey and provided recommendations to improve the
facility and the services offered. We reviewed existing policies and provided an updated Fleet Management
Manual and Operator Handbook. Finally, we reviewed
utilizations levels and recommended vehicles for pooling, elimination and immediate replacement.
Seminole Tribe, Florida
Fleet Utilization Study
Sandy Leonard
Director of Fleet Services
Seminole Tribe of Florida
6300 Stirling Road
Hollywood, FL 33024
(954) 966-6300 X11204
[email protected]
We completed a utilization review of the Tribal fleet,
visiting stakeholders across five reserves. During this review, we worked with the newly created fleet department to establish a consolidated fleet inventory, interview
dozens of stakeholders and assess fleet size, type and fuel used.
The review of the main fleet concluded in February with a phase 2 review of the public safety fleet currently
underway. Our ongoing work involves an electrification
and infrastructure analysis for the public safety fleet.
Additional details and/or references are available upon request. 744
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 10
F. Local Benefit
While our firm does not have an office in West Sacramento, the study results will have a positive impact on residents, visitors, and staff. The efficient provision of facility and fleet services can be used as a catalyst for internal improvement. In addition, planning for a more sustainable future through the electrification of the fleet will benefit the community in terms of greenhouse gas emissions reductions and improved air quality.
Our team has conducted several studies for West Sacramento, and our knowledge of the City organization and processes will result in a more efficient approach for this study.
G. History
Our firm has not been involved in a merger, acquisition, or sale related to our organizational structure.
H. Legal Challenges
Neither the firm nor any member of the proposed project team are involved in any current litigation.
I. Fiscal Viability
Matrix Consulting Group has never filed (or had filed against us) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.
Matrix Consulting Group has a history of financial stability including growth, breaking even or generating a profit every year for over 20 years (including recessions and a pandemic), and employee retention.
J. Business License
The following page contains our State of California Statement of Information. 745
BA20240206881
Entity Details
Corporation Name MATRIX CONSULTING GROUP, LTD
Entity No. 2485394
Formed In CALIFORNIA
Street Address of Principal Office of Corporation
Principal Address 1650 S AMPHLETT BLVD STE 213
SAN MATEO, CA 94402
Mailing Address of Corporation
Mailing Address 1650 S AMPHLETT BLVD STE 213
SAN MATEO, CA 94402
Attention
Street Address of California Office of Corporation
Street Address of California Office 1650 S AMPHLETT BLVD STE 213 SAN MATEO, CA 94402
Officers
Officer Name Officer Address Position(s)
• RICHARD P BRADY 491 EL GRANADA BLVD
HALF MOON BAY, CA 94019
Chief Executive Officer
• COURTNEY RAMOS 333 PIOCHE ST
SAN FRANCISCO, CA 94134
Chief Financial Officer
+ KHUSHBOO INGLE 190 CALLE DE LOS NINOS
RANCHO SANTA MARGARITA, CA 92688
Secretary
Additional Officers
Officer Name Officer Address Position Stated Position
None Entered
Directors
The number of vacancies on Board of Directors is: 0
Director Name Director Address
COURTNEY RAMOS 333 PIOCHE ST
SAN FRANCISCO, CA 94134
IAN MORGAN BRADY 5 SE Martin Luther King Blvd #1613
Portland, OR 97214
ALAN PENNINGTON 1806 Augusta Tr
Edwardsville, IL 62025
+ RICHARD P BRADY 491 EL GRANADA BLVD
HALF MOON BAY, CA 94019
Agent for Service of Process
Agent Name WILLIAM L MCCLURE
STATE OF CALIFORNIA
Office of the Secretary of State
STATEMENT OF INFORMATION
CORPORATION
California Secretary of State
1500 11th Street
Sacramento, California 95814
(916) 653-3516
B2461-5515 01/31/2024 3:45 PM Received by California Secretary of State
For Office Use Only
-FILEDFile No.: BA20240206881
Date Filed: 1/31/2024
746
Agent Address 1100 ALMA ST STE 210
MENLO PARK, CA 94025
Type of Business
Type of Business MANAGEMENT CONSULTING
Email Notifications
Opt-in Email Notifications Yes, I opt-in to receive entity notifications via email.
Labor Judgment
No Officer or Director of this Corporation has an outstanding final judgment issued by the Division of Labor Standards Enforcement or a court of law, for which no appeal therefrom is pending, for the violation of any wage order or provision of the Labor Code.
Electronic Signature
By signing, I affirm that the information herein is true and correct and that I am authorized by California law to sign.
William L McClure
Signature
01/31/2024
Date
B2461-5516 01/31/2024 3:45 PM Received by California Secretary of State
747
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 13
2. Technical Project Approach
This section of our qualifications statement includes an overview of our project management approach, followed by a detailed task plan.
A. Approach
Our philosophy in providing consulting services is to provide a customized approach to address our client's unique issues and needs in a fact-based manner utilizing our proven methodologies and analytical approaches as summarized in the following graphic:
Our place in the government consulting industry is based on our experience and our tailored approach to meet the unique needs of each of our clients.
B. Project Management and Client Interaction
We believe strongly in effectively managing each consulting engagement. As a result, we utilize formal project management techniques in our studies. These techniques include:
• All project work activities are defined in advance and tied to each project team member, deliverables, schedule, and budget.
A principal of the firm is involved in every aspect of each study. For this engagement, Alan Pennington will serve in this role.
We approach our projects by gaining a firm grounding in formal and fact-based analytical methodologies.
Our projects are characterized by extensive input and interaction between the consultants and our clients’ staff, management, and policy makers. This study will also include engagement with past development customers.
We recognize that successfully serving clients requires more than simply providing the right answers. We provide our clients with practical solutions for implementing change.
We engage regularly with our clients to ensure that the project remains on time, the schedule is maintained, and we are accessible when needed. 748
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 14
• Project team and client expectations and results are managed by developing and utilizing formal project schedules and reporting tools and frequent review meetings are conducted with clients to review interim deliverables. • Quality control measures including project executive review of all interim and final products before they are delivered to the client.
• Bi-weekly (or alternative schedule) meetings with the City’s project manager and/or project steering committee.
We recommend the creation of a small project committee to work with us on this project.
This committee’s role would be to review our findings, conclusions, and recommendations through a review of each interim deliverable. We would conduct regularly scheduled progress meetings to report progress to date, problems or obstacles encountered, and planned project activities.
C. Task Plan
We propose the following task plan, which follows the five phases outlined in the request for proposal, and project schedule. In all cases, deliverables will take the form of a draft report for City input before we make updates to the final versions.
Phase 1: Facility, Vehicles, and Equipment Condition Assessment Evaluations Task 1.1 Project Initiation Meeting and Project Management Upon execution of the contract, the project team will hold a formal project kick-off meeting with key City and department staff to discuss the parameters and reason for this assessment. We will provide an agenda before the meeting as well as a summary of action items following the meeting. During this meeting, we will confirm the scope of work, deliverables, and the project schedule, and present and discuss the Request for Information (RFI) outlining data requirements for the analysis.
Regular project check-in times and meetings will also be established in addition to the seven meetings described in the RFP.
The deliverables for the project kick-off meeting will be a project contact list for staff and the project team, an updated project schedule, identification of the first round of staff interviews, and a preliminary request for information (RFI).
Task 1.2 Review City-Provided Documents to Create a Current State Assessment We will review and analyze the information provided in response to the RFI to create a full understanding of the facility and fleet make-up of the City. Information requested will 749
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 15
include inventories of facilities and fleet assets, Strategic Plan, Climate Action Plan, Asset Management Plan, all facility and fleet management policies, facility floor plans, current staffing in these areas, and the use of technology or information management systems.
We will meet with stakeholders for initial interviews to clarify the information provided.
The deliverable for this task will be a Facility and Fleet Current State Assessment that will form the initial building block for our review.
Task 1.3 Establish Facility and Fleet Asset Hierarchy and Inventory We will develop the facility inventory to create an asset hierarchy and integrate information on buildings and structures assets based on data housed in the computerized maintenance management system (CMMS). We will physically conduct Facility Condition Assessment evaluations for each facility, to include, at minimum, the following information:
• Site and infrastructure.
• Exterior systems including structural frame, building envelope, wall evaluation, curtain wall, and roofing.
• Mechanical/HVAC, electrical, lighting, plumbing.
• Fire protection and life safety.
• Elevators, vertical transportation as well as specialized systems and equipment. • Interior elements, food service spaces and equipment. • Limited accessibility compliance.
• Environmental features, lead-based paint and asbestos. • Energy conversation analysis.
• Climate resiliency (e.g. Solar battery storage, alternative fueled generators). • Electric vehicle chargers (public and fleet use).
Comprehensive inspections will be limited to observable areas and systems and input from City staff regarding current conditions and the facility’s background. In this task, we will also assess maintenance efforts compared with standards, including manufacturer recommendations and industry standards. A facility condition index will be developed for each facility based on the findings of the assessment providing guidance on priority and need. This condition index will be based on a four-level hierarchy of Good, Fair, Poor, or Critical facility needs.
750
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 16
We will refine the fleet inventory to reflect the current status of each asset based on age, condition, domicile, usage patterns, and asset value (depreciation). We will also examine the preventative maintenance program in terms of scheduling, compliance with best practices and its effectiveness.
The deliverable will be a Fleet and Facility Inventory and Condition Assessment Report.
Task 1.4 Develop a Fleet Electrification Transition Plan We will meet with sustainable stakeholders to review the City’s Climate Action Plan goals and ensure these goals and regulatory requirements are considered in transitioning to an electric/hybrid fleet. We have a proven method for fleet transition which involves:
• Compiling the fleet inventory
• Conducting a fleet utilization review and right-sizing and right-typing the fleet. • Conducting a market scan of the regulatory environment (e.g., California Air Resources Board [CARB], Advanced Clean Fleets compliance, impact of Advanced Clean Cars II and Advanced Clean Trucks) and available EV and hybrid inventory in the light-, medium- and heavy-duty markets.
• Selecting vehicles to electrify based on use case, regulations and availability. • Conducting a site visit of each facility where vehicles do and could park and charge to evaluate infrastructure and electric capacity and developing a phased charging infrastructure installation plan to support the City’s fleet EV fleet transition. • Assessing the current shop in terms of size, equipment and maneuverability. • Assessing current staffing in terms of the number of mechanics (relative to Vehicle Equivalency Units) and safety and training needs.
• Estimating all costs/savings associated with the capital and operating costs of EV/hybrid-electric vehicle transition.
The deliverable will be a phased Fleet Electrification Master Plan covering the information noted as well as contingencies for power outages, the use of solar, and a comprehensive timeline for implementation.
Phase 1 Deliverables
The project team will provide:
1. An implementation plan and schedule for Phase 1.
751
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 17
2. Meeting agendas, exhibits, and summary notes for all meetings with the City’s Project Manager and/or the Project Management Team, as designated by the City.
3. Draft and Final Reports of our Current State Assessment, Facility and Fleet Inventory and Condition Assessment, and the Fleet Electrification Master Plan.
Phase 2: Assessment of Future Space Needs and Gap Analysis Task 2.1 Conduct a Physical Analysis of Facility Operations and Utilization We will analyze the City’s existing operations at all current City facilities, gaining an indepth understanding of current services, programs and operations. We will participate in a site visit to tour facilities with the City staff to ensure an accurate understanding of operational contexts and physical layouts and to become generally familiar with the City’s staff and program scheduling opportunities and the constraints of each building.
Following the visit, we will assess each facility's current utilization against its intended role to determine if it is over, under, or appropriately utilized, considering both current operations and capacity to house employees. Note each facility's ability to serve not only its current and future needs but also its ability to accommodate the number of employees housed. An outcome of this task will include the current allocation of existing space by functional area.
We will conduct a similar analysis for vehicles and equipment during the utilization review in Task 1.4.
The deliverable for this task will be a physical space analysis in the Space Needs Report.
Task 2.2 Conduct Surveys to Identify Service and Community Needs.
We will enhance our understanding through two sub-tasks:
Task 2a. Conduct surveys and interviews with staff identified by the Project Manager.
Task 2b. Collect public information through focus groups and surveys. • We will facilitate a minimum of three public focus group sessions, with the assistance of the City in selecting accessible locations and dates to maximize community participation.
• We will conduct a public online survey. The survey will remain open at least 60 days and will be advertised on social media, at existing City facilities and highly visited areas in the City.
752
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 18
The deliverable associated with this task is an analysis of the community focus group themes and results.
Task 2.3 Summarize Industry Standards, Trends, and Best Practices.
We will complete this task in two sub-tasks:
Task 3a. Use our extensive databank of facility and fleet best practices in offering community programs and services and compare them to the City's current performance.
Task 3b. Benchmark against six communities of similar size and operational scope to contextualize the City of West Sacramento’s operations within broader industry trends.
The deliverables for this task are a best practice checklist and a benchmarking report as chapters in the Space Needs Report.
Task 2.4 Future Needs Assessment.
We have developed a model for facility planning purposes to determine the impacts of development and growth on service demands, staffing, and facility needs. To accomplish this, it is critical to understand the rates at which existing and similar developments impact operations, and hence, facilities. Rather than base projections for future needs on simple per capita ratios, for example, our analysis builds staffing and facility needs from how workloads change.
We will meet with Community Development Department staff to understand how land is used currently, as well as the configurations and timing of anticipated developments, in order to accurately model how these needs will evolve. These projections would be used to develop relationships between current and projected staffing and facility needs.
Task 2.5 Draft Space Needs Assessment Report.
Building upon the existing space allocation (Task 2.1) and the application of industry space standards, the project team will develop space needs allocations by user group.
The space allocation table will identify office, support, storage, and other space types needed for effective operations. This table will also identify key operational adjacency, public spaces, and other critical needs to ensure efficient operational approaches. The draft and final Space Needs Assessment Report will identify current and projected space and adjacency needs for all City facilities, vehicles, and equipment. This draft document will be provided to the City for their review and comment. The Space Needs Assessment Report will include space and storage needs for all City vehicles and equipment (including, but not limited to, Parks Operations and Maintenance and Public Works). 753
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 19
Phase 2 Deliverables
The project team will provide:
1. Draft and final survey and feedback analysis for the staff and community surveys.
2. Best Practice Checklist.
3. Peer Benchmarking Report.
4. Current and projected space allocation by functional group.
5. Draft and final Space Needs Assessment Report
6. Meeting agendas, exhibits, and summary notes for City Project Management meetings and the interviews, Focused Group Listening Sessions Phase 3: Space Planning and Identification of Possible Alternative Service Locations Task 3.1 Prepare Space Planning Options.
We will prepare three strategic space planning options for City facilities for the City’s Project Team to review. The options will be based on:
1. Renovation or Expansion.
2. New construction.
3. A combination of renovation, expansion, and new construction.
Each option will summarize the proposed facility location and space allocation for each department/division, including summary tables and bubble diagrams as appropriate to communicate key features and distinctions between options, and areas in square feet.
The options will be provided for all City buildings and future space allocation recommendations.
Task 3.2 Establish Evaluation Criteria.
We will create the evaluation criteria, including cost, schedule, phasing, and alignment with City goals, that will be used in a decision matrix to compare and evaluate the options.
Objective evaluation criteria will be developed in consultation with the City’s project team and will be used to evaluate the feasibility and prioritization of each option. Project criteria and prioritization will be based on the City’s priorities and needs. This process can be vetted, confirmed, and shared with City leadership and stakeholders. 754
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 20
Phase 3 Deliverables
The project team will provide:
1. Space plan and facility development options.
2. Recommended Space Plan(s).
3. Evaluation criteria and a decision matrix.
4. Meeting agendas, exhibits, and summary notes for project management meetings.
Phase 4: Development of Cost Estimates and Funding Strategies; Implementation Plan Task 4.1 Identify Needed Projects and Priorities.
Based on the options and criteria scoring developed in Task 3, the project team will develop a recommended set of projects. Each project will be assigned a priority score, which will be used to compare the deficiency severity, mission, and security of different potential projects and to support the development of maintenance and capital plans.
Each identified project will incorporate the City’s Climate Action Plan goals and upcoming changes related to the energy efficiency and resiliency requirements and conversion of the City’s fleet to electrical vehicles (including the infrastructure required in conversion).
For each of the recommended projects, a timeline for implementation will be provided to develop a prioritized list by year for upcoming maintenance and construction projects.
Task 4.2 Develop an Integrated Project and Long-Term Financial Plan.
We will develop a multi-year Capital and Maintenance Plan in which the project budget is integrated with a five-year maintenance and capital plan for the City’s facilities, vehicles, and equipment. This plan will outline projected expenditures, potential efficiencies in operations and maintenance, and strategies to sustainably maintain the assets. The integrated plan will detail both immediate and longer-term financial needs and how they align with the City’s CIP.
Task 4.3 Prepare a Comprehensive Master Plan Implementation Strategy.
We will prepare a Master Plan Implementation Strategy with the following sections:
• Project Overview: To include a summary of the project process, including past phases, current status, and future steps.
755
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 21
• Evaluation and Analysis: To include a detailed analysis of the project’s evaluation, highlighting findings, derived insights, and underlying assumptions. • Recommendations: To include detailed recommendations based on the analysis, including issues and challenges identified during the project lifecycle. These recommendations will be prioritized and ranked by level of effort. • Strategic Implementation: The strategy section will address the short-term, midterm, and long-term implementation phases, including necessary actions, responsible parties, and timelines.
• Budget and Funding Strategy: To include an analysis of budget support and funding mechanisms detailing how they will meet the City’s strategic financial requirements over time. This should include discussing funding sources, potential financial challenges, and solutions.
The deliverable for this task will include a draft and final report and a PowerPoint presentation.
Phase 4 Deliverables
The project team will provide:
1. An Integrated Financial and Asset Management Plan that combines projectspecific budgeting with broader asset management and capital planning needs.
2. A Comprehensive Implementation Plan that includes all necessary elements for moving forward, designed for easy review and feedback by city stakeholders.
Phase 5: Communications and Community Outreach Plan
We will ensure that community outreach and engagement efforts focus on diversity, inclusivity, and equity. Our DEI expert will collaborate with the City’s Project Manager and Management Team to develop strategies that actively involve diverse community members, including those from underrepresented or marginalized groups, throughout the entire project development process. This inclusive approach will foster a more representative and consensus-driven Facility, Vehicles, and Equipment Master Plan. We will take several proactive steps in support of equity and inclusivity.
Task 5.1 Develop a Communications and Community Outreach Plan We will develop a Communications and Community Outreach Plan that prioritizes equitable access and participation. This plan will focus on:
756
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 22
• Targeting diverse communities and language accessibility. • Designing outreach materials that are culturally sensitive and inclusive. • Mailing out the outreach materials using methods that reach all demographics within the community.
• Assisting the City by drafting language to be placed on the City’s website. • Conducting surveys for residents and stakeholders, ensuring representation from diverse groups, including arts organizations, non-profits, business community, sports organizations, etc.
• Assisting with developing drafts of social media posts to promote a citywide survey that will actively engage with diverse communities. • Hosting and facilitating Focused Group Listening Sessions in locations accessible, with considerations for transportation and language accessibility.
Task 5.2 Conduct a Diverse Stakeholder Listening Session We will facilitate a session that intentionally includes key stakeholders and community members representing diverse perspectives and ensure that discussions include an analysis of needs and facilities that consider the unique requirements and priorities of all community members, particularly those from historically marginalized groups.
Task 5.3 Deliver a Council Presentation
We will conduct one City Council presentation that includes the diverse feedback and perspectives gathered throughout the process, ensuring that equity considerations are integrated into the decision-making process. The information will be included in the presentation provided to the City Council for the Implementation Plan.
Task 5.4 Review of All Deliverables
We will ensure that all deliverables, including meeting agendas, exhibits, and summary notes, reflect the diverse voices and perspectives of the community. We will prioritize transparency and accessibility in sharing information and feedback collected throughout the engagement process, allowing for meaningful participation from all stakeholders, including historically marginalized groups.
757
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 23
3 Cost Proposal
The following table shows our total proposed cost to develop a Facilities, Vehicles, and Equipment Master Plan.
Phases/Tasks
Principal
/Sr. VP
Project
Mgr.
/Director
Facility
Lead/VP
Facility
Analysts/
Sr. Cons.
(2)
Fleet Lead/
Manager
Space
Planner/VP
DEI Leader/
Sr. Mgr.
Condition
(ALPHA)
Electrification
(Energetics) Total
Phase 1
1.1 Kick Off 4 60 20 40 20 20 10 20 30 $48,200.00
1.2 Current State 2 24 16 32 16 16 4 0 16 $26,110.00
1.3 Condition Assess. 2 24 16 0 24 0 0 240 0 $67,810.00
1.4 Fleet Electrification 2 60 0 0 60 8 0 0 276 $90,170.00 Phase 1 Hours and Cost 10 168 52 72 120 44 14 260 322 $232,290.00 Phase 2
2.1 Physical Assess. 0 0 8 32 8 64 0 180 0 $64,260.00
2.2 Survey 0 4 4 40 0 0 2 0 0 $8,950.00
2.3 Best Practices 2 8 16 32 24 0 0 0 0 $15,410.00
2.4 Future Needs 2 8 16 40 8 24 0 0 0 $19,570.00
2.5 Space Needs Report 2 2 8 16 8 8 0 0 0 $8,730.00
Phase 2 Hours and Cost 6 22 52 160 48 96 2 180 0 $116,920.00 Phase 3
3.1 Space Options 2 4 8 0 0 40 0 0 0 $12,690
3.2 Evaluation Criteria 2 8 8 0 0 12 0 0 0 $6,930
Phase 3 Hours and Cost 4 12 16 0 0 52 0 0 0 $19,620
Phase 4
4.1 Prioritize Projects 0 2 8 8 16 16 0 0 24 $15,520
4.2 Project/Fin. Plan 0 8 16 8 0 16 0 0 0 $10,080
4.3 Implementation Plan 2 16 16 8 0 16 0 0 0 $12,650
Phase 4 Hours and Cost 2 26 40 24 16 48 0 0 24 $38,250
Phase 5
5.1 Outreach Plan 2 2 0 0 0 2 24 0 0 $7,010
5.2 Diverse Focus Group 0 4 0 0 0 4 24 0 0 $7,320
5.3 Council Presentation 0 4 0 0 0 4 20 0 0 $6,420
5.4 Review Deliverables 4 0 0 0 0 0 32 0 0 $8,500
Phase 5 Hours and Cost 6 10 0 0 0 10 100 0 0 $29,250
Total Hours 28 238 160 256 184 250 116 440 346 $436,330 Hourly Rates $325 $240 $185 $170 $185 $240 $225 $225 $225 Total Costs (Hours) $9,100 $57,120 $29,600 $43,520 $34,040 $60,000 $26,100 $99,000 $77,850 $436,330 Travel 0 4,000 2,000 2,000 0 2,000 2,000 5,000 2,000 $19,000 Total (Hours + Travel) $9,100 $61,120 $31,600 $45,520 $34,040 $62,000 $28,100 $104,000 $79,850 $455,330 758
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 24
The following tables show subcontractor-specific pricing.
ALPHA
Phases/Tasks
Facility Assess./
VP
Facility Assess./
Mgr.
Total
Hours
Total
Cost
Phase 1
1.1 Kick Off 10 10 20 $4,500
1.2 Current State 0 0 0 $0
1.3 Condition Assess. 120 120 240 $54,000
1.4 Fleet Electrification 0 0 0 $0
Phase 1 Hours and Cost 130 130 260 $58,500
Phase 2
2.1 Physical Assess. 90 90 180 $40,500
2.2 Survey 0 0 0 $0
2.3 Best Practices 0 0 0 $0
2.4 Future Needs 0 0 0 $0
2.5 Space Needs Report 0 0 0 $0
Phase 2 Hours and Cost 90 90 180 $40,500
Phase 3
3.1 Space Options 0 0 0 $0
3.2 Evaluation Criteria 0 0 0 $0
Phase 3 Hours and Cost 0 0 0 $0
Phase 4
4.1 Prioritize Projects 0 0 0 $0
4.2 Project/Fin. Plan 0 0 0 $0
4.3 Implementation Plan 0 0 0 $0
Phase 4 Hours and Cost 0 0 0 $0
Phase 5
5.1 Outreach Plan 0 0 0 $0
5.2 Diverse Focus Group 0 0 0 $0
5.3 Council Presentation 0 0 0 $0
5.4 Review Deliverables 0 0 0 $0
Phase 5 Hours and Cost 0 0 0 $0
Total Hours 220 220 440 $440.00
Hourly Rates $225 $225 $225
Total Costs (Hours) $49,500 $49,500 $99,000 $99,000
Travel $5,000 $5,000
Total (Hours + Travel) $49,500 $49,500 $104,000 $104,000 759
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 25
Energetics
Phases/Tasks
Elec. Lead/
Sr. Mgr.
Elec. Analyst/
Manager
Site Lead
/Sr. Mgr.
Site
Analysts/
Sr. Mgr. (2)
Total
Hours
Total
Cost
Phase 1
1.1 Kick Off 20 5 5 0 30 $7,250
1.2 Current State 8 8 0 0 16 $3,600
1.3 Condition Assess. 0 0 0 0 0 $0
1.4 Fleet Electrification 16 0 108 152 276 $61,400
Phase 1 Hours and Cost 44 13 113 152 322 $72,250
Phase 2
2.1 Physical Assess. 0 0 0 0 0 $0
2.2 Survey 0 0 0 0 0 $0
2.3 Best Practices 0 0 0 0 0 $0
2.4 Future Needs 0 0 0 0 0 $0
2.5 Space Needs Report 0 0 0 0 0 $0
Phase 2 Hours and Cost 0 0 0 0 0 $0.00
Phase 3
3.1 Space Options 0 0 0 0 0 $0
3.2 Evaluation Criteria 0 0 0 0 0 $0
Phase 3 Hours and Cost 0 0 0 0 0 $0.00
Phase 4
4.1 Prioritize Projects 16 8 0 0 24 $5,600
4.2 Project/Fin. Plan 0 0 0 0 0 $0
4.3 Implementation Plan 0 0 0 0 0 $0
Phase 4 Hours and Cost 16 8 0 0 24 $5,600
Phase 5
5.1 Outreach Plan 0 0 0 0 0 $0
5.2 Diverse Focus Group 0 0 0 0 0 $0
5.3 Council Presentation 0 0 0 0 0 $0
5.4 Review Deliverables 0 0 0 0 0 $0
Phase 5 Hours and Cost 0 0 0 0 0 $0
Total Hours 60 21 113 152 346
Hourly Rates $250 $200 $250 $200
Total Costs (Hours) $15,000 $4,200 $28,250 $30,400 $77,850 Travel $2,000 $2,000
Total (Hours + Travel) $15,000 $4,200 $28,250 $30,400 $79,850 760
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
1 2/1/25
CONTRACT FOR SERVICES
THIS CONTRACT is made on February 19, 2025, by and between the CITY OF WEST SACRAMENTO (“City”), and MATRIX CONSULTING GROUP, LTD (“Consultant”).
WITNESSETH:
WHEREAS, the City desires a Consultant to prepare, develop, and deliver a city-wide facilities, vehicles and equipment inventory and master plan; and WHEREAS, the Consultant has presented a proposal for such services to the City, dated November 4, 2024, (attached hereto as Exhibit “A”) and is duly licensed, qualified and experienced to perform those services;
NOW, THEREFORE, the parties hereto mutually agree as follows:
1. SCOPE OF SERVICES:
A. Consultant shall do all work, attend all meetings, produce all reports and carry out all activities necessary to completion of the services described in Exhibit A. This Contract and its exhibits shall be known as the “Contract Documents.” Terms set forth in any Contract Document shall be deemed to be incorporated in all Contract Documents as if set forth in full therein. In the event of conflict between terms contained in these Contract Documents, the more specific term shall control. If any portion of the Contract Documents shall be in conflict with any other portion, provisions contained in the Contract shall govern over conflicting provisions contained in the exhibits to the Contract.
B. Consultant enters into this Contract as an independent contractor and not as an employee of the City. The Consultant shall have no power or authority by this Contract to bind the City in any respect. Nothing in this Contract shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors or subcontractors hired or retained by the Consultant are employees, agents, contractors or subcontractors of the Consultant and not of the City. The City shall not be obligated in any way to pay any wage claims or other claims made against Consultant by any such employees, agents, contractors or subcontractors, or any other person resulting from performance of this Contract. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, To the greatest extent permitted by law, Consultant and its employees, agents, and subcontractors shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
761
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
2 2/1/25
C. The Consultant agrees it has satisfied itself by its own investigation and research regarding the conditions affecting the work to be done and labor and materials needed, and that its decision to execute this Contract is based on such independent investigation and research.
2. TERM OF CONTRACT
A. The services of Consultant are to commence upon execution of this Contract by the City, and shall be undertaken and completed in accordance with the Schedule of Performance attached hereto and incorporated herein by this reference as Exhibit “A” and terminate on February 19, 2027.
B. Consultant’s failure to complete work in accordance with the Schedule of Performance may result in delayed compensation as described in Section 3.
C. The City Manager or his or her designee may, by written instrument signed by the Parties, extend the duration of this Contract for two (2) additional one-year extensions in the manner provided in Section 5, provided that the extension does not require the payment of compensation in excess of the Council approved budget.
3. COMPENSATION:
A. The Consultant shall be paid monthly for the actual fees, costs and expenses for all time and materials required and expended, but in no event shall total compensation exceed Four Hundred Fifty-Five Thousand, Three Hundred Thirty Dollars ($455,330), without City’s prior written approval. Consultant's fees shall be as specified in the Schedule of Fees, which is attached hereto an incorporated herein as Exhibit "A".
B. Said amount shall be paid upon submittal of a monthly billing showing completion of the tasks that month. Consultant shall furnish City with invoices for all expenses as well as for all materials authorized by this Contract. The invoices shall be submitted with the monthly billings. If Consultant’s performance is not in conformity with the Schedule of Performance, payments may be delayed or denied, unless the Consultant’s failure to perform in conformity with the Schedule of Performance is a documented result of the City’s failure to conform with the Schedule of Performance, or if the Schedule of Performance is extended pursuant to Section 5.
C. If the work is halted at the request of the City, compensation shall be based upon the proportion that the work performed bears to the total work required by this Contract, subject to Section 4.
4. TERMINATION:
A. This Contract may be terminated by either party, provided that the other party is given not less than 30 calendar days’ written notice (delivered by certified mail, return receipt requested) of intent to terminate.
B. The City may temporarily suspend this Contract, at no additional cost to City, provided that the Consultant is given written notice (delivered by certified mail, return receipt requested) of temporary suspension. If City gives such notice of temporary suspension, Consultant shall immediately suspend its activities under this Contract. 762
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
3 2/1/25
C. Notwithstanding any provisions of this Contract, Consultant shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of this Contract by Consultant, and the City may withhold any payments due to Consultant until such time as the exact amount of damages, if any, due the City from Consultant is determined.
D. In the event of termination, the Consultant shall be compensated as provided for in this Contract, except as provided in Section 4C. Upon termination, the City shall be entitled to all work, including but not limited to, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date in accordance with Section 7 hereof.
5. AMENDMENTS, CHANGES OR MODIFICATIONS:
Amendments, changes or modifications in the terms of this Contract may be made at any time by mutual written agreement between the parties hereto and shall be signed by the persons authorized to bind the parties hereto.
6. EXTENSIONS OF TIME:
Consultant may, for good cause, request extensions of time to perform the services required hereunder. Such extensions shall be authorized in advance by the City in writing and shall be incorporated in written amendments to this Contract or the attached Work Program in the manner provided in Section 5.
7. PROPERTY OF CITY:
A. It is mutually agreed that all materials prepared by the Consultant under this Contract shall become the property of the City, and the Consultant shall have no property right therein whatsoever. Immediately upon termination, the City shall be entitled to, and the Consultant shall deliver to the City, all data, drawings, specifications, reports, estimates, summaries and other such materials as may have been prepared or accumulated to date by the Consultant in performing this Contract which is not Consultant’s privileged information, as defined by law, or Consultant’s personnel information, along with all other property belonging exclusively to the City which is in the Consultant’s possession.
B. Additionally, it is agreed that the parties intend this to be a contract for services and each considers the products and results of the services to be rendered by Consultant hereunder (the “Work”) to be a work made for hire. Consultant acknowledges and agrees that the Work (and all rights therein, including, without limitation, copyright) belongs to and shall be the sole and exclusive property of the City.
8. COMPLIANCE WITH ALL LAWS:
A. Consultant shall comply with all applicable laws, ordinances, and codes of federal, State and local governments, and shall commit no trespass on any public or private property in performing any of the work authorized by this Contract. It shall be City’s responsibility to obtain all rights of way and easements to enable Consultant to perform its services hereunder.
Consultant shall assist City in providing the same.
B. Consultant warrants to the City that it is licensed by all applicable governmental bodies to perform this Contract and will remain so licensed throughout the progress of the Work, 763
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
4 2/1/25
and that it has, and will have, throughout the progress of the Work, the necessary experience, skill and financial resources to enable it to perform this Contract.
9. WARRANTIES AND RESPONSIBILITIES - CONSULTANT:
A. Consultant agrees and represents that it is qualified to properly provide the services set forth in Exhibit “A” in a manner which is consistent with the generally accepted standards of Consultant’s profession.
B. Consultant agrees and represents that the work performed under this Contract shall be in accordance with applicable federal, State and local law in accordance with Section 17A hereof.
C. Consultant shall designate a project manager who at all times shall represent the Consultant before the City on all matters relating to this Contract. The project manager shall continue in such capacity unless and until he or she is removed at the request of the City, is no longer employed by Consultant, or is replaced with the written approval of the City, which approval shall not be unreasonably withheld.
D. Consultant shall provide corrective services without charge to the City for services which fail to meet the above professional and legal standards and which are reported to Consultant in writing within sixty (60) days of discovery. Should Consultant fail or refuse to perform promptly its obligations, the City may render or undertake performance thereof and the Consultant shall be liable for any expenses thereby incurred.
10. SUBCONTRACTING:
None of the services covered by this Contract shall be subcontracted without the prior written consent of the City, which will not be unreasonably withheld. Consultant shall be as fully responsible to the City for the negligent acts and omissions of its contractors and subcontractors, and of persons either directly or indirectly employed by them, as it is for the negligent acts and omissions of persons directly employed by Consultant.
11. ASSIGNABILITY:
Consultant shall not assign or transfer any interest in this Contract whether by assignment or novation, without the prior written consent of the City which will not be unreasonably withheld.
However, claims for money due or to become due Consultant from the City under this Contract may be assigned to a financial institution, or to a trustee in bankruptcy, without such approval.
Notice of any assignment or transfer whether voluntary or involuntary shall be furnished promptly to the City.
12. INTEREST IN CONTRACT:
Consultant covenants that neither it, nor any of its employees, agents, contractors, subcontractors has any interest, nor shall they acquire any interest, direct or indirect, in the subject of the Contract, nor any other interest which would conflict in any manner or degree with the performance of its services hereunder. Consultant shall make all disclosures required by the City’s conflict of interest code in accordance with the category designated by the City, unless the City Manager determines in writing that Consultant’s duties are more limited in scope than is 764
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
5 2/1/25
warranted by the category designated by the City code and that a narrower disclosure category should apply. Consultant also agrees to make disclosure in compliance with the City conflict of interest code if, at any time after the execution of this Contract, City determines and notifies Consultant in writing that Consultant’s duties under this Contract warrant greater disclosure by Consultant than was originally contemplated. Consultant shall make disclosures in the time, place and manner set forth in the conflict of interest code and as directed by the City.
13. MATERIALS CONFIDENTIAL:
All of the materials prepared or assembled by Consultant pursuant to performance of this Contract are confidential and Consultant agrees that they shall not be made available to any individual or organization without the prior written approval of the City, except by court order.
14. LIABILITY OF CONSULTANT-NEGLIGENCE:
Consultant shall be responsible for performing the work under this Contract in a manner which is consistent with the generally-accepted standards of the Consultant’s profession and shall be liable for its own negligence and the negligent acts of its employees, agents, contractors and subcontractors. The City shall have no right of control over the manner in which the work is to be done but only as to its outcome, and shall not be charged with the responsibility of preventing risk to Consultant or its employees, agents, contractors or subcontractors.
15. INDEMNITY AND LITIGATION COSTS:
Consultant shall indemnify, defend, and hold harmless the City, its officers, officials, agents, and employees against all claims, damages, demands, liability, costs, losses and expenses, including without limitation court costs and reasonable attorneys’ fees, arising from Consultant's negligent acts or negligent failure to act, errors, omissions or willful misconduct incident to the performance of this Contract except such loss or damage caused by the active negligence, sole negligence, or willful misconduct of the City. The provisions of this paragraph shall survive termination or suspension of this Contract.
16. CONSULTANT TO PROVIDE INSURANCE:
A. Consultant shall not commence any work before obtaining, and shall maintain in force at all times during the duration and performance of this Contract, the policies of insurance specified in this Section. Such insurance must have the approval of the City as to limit, form, and amount, and shall be placed with insurers with a current A.M. Best’s rating of no less than A VII (an NR rating is acceptable for Worker’s Compensation insurance written with the State Compensation Insurance Fund of California).
B. Prior to execution of this Contract and prior to commencement of any work, the Consultant shall furnish the City with certificates of insurance and copies of endorsements providing evidence of coverage for all policies required by the Contract. The Consultant and its contractors and subcontractors shall, at their expense, maintain in effect at all times during the performance of work under the Contract not less than the following coverage and limits of insurance, which shall be maintained with insurers and under forms of policy satisfactory to the City. The maintenance by Consultant and its contractors and subcontractors of the following coverage and limits of insurance is a material element of this Contract. The failure of Consultant or of any of its contractors or subcontractors to maintain or renew coverage or to provide evidence 765
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
6 2/1/25
of renewal may be treated by the City as a material breach of this Contract. Approval of the insurance by the City shall not relieve or decrease any liability of Consultant.
1. Worker’s Compensation and Employer’s Liability Insurance
a. Worker’s Compensation - Insurance to protect the Consultant, its contractors and subcontractors from all claims under Worker’s Compensation and Employer’s Liability Acts, including Longshoremen’s and Harbor Worker’s Act (“Acts”), if applicable. Such coverage shall be maintained, in type and amount, in strict compliance with all applicable state and Federal statutes and regulations.
The Consultant shall execute a certificate in compliance with Labor Code Section 1861, on the form provided in the Contract Documents.
b. Consultant shall provide a Waiver of Subrogation endorsement in favor of the City, its officers, officials, employees, agents and volunteers for losses arising from work performed by the Consultant.
2. Commercial General Liability Insurance
a. The insurance shall be provided on form CG0001, or it’s equivalent, and shall include coverage for claims for bodily injury or property damage arising out of premises/operations, products/completed operations, contractual liability, and subconsultant’s work and personal and advertising injury resulting from actions, failures to act, or operations of the insured, or by its employees or agents, or by anyone directly or indirectly employed by the insured. The amount of insurance coverage shall not be less than $1,000,000 per occurrence and $2,000,000 general and products/completed operations aggregates. b. The commercial general liability insurance shall also include the following:
i. Endorsement equivalent to CG 2010 0714 naming the City, its officers, officials, employees, agents, and volunteers as additional insureds. The endorsement shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers.
ii. Endorsement stating insurance provided to the City shall be primary as respects the City, its officers, officials, employees and any insurance or self insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant’s insurance and shall not contribute with it, to the payment or satisfaction of any defense expenses, loss, or judgment.
iii. Provision or endorsement stating that the Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
3. Commercial Automobile Insurance
766
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
7 2/1/25
a. The insurance shall include, but shall not be limited to, coverage for claims for bodily injury or property damage if any owned, non-owned, and hired automobiles resulting from actions, failures to act, or operations of the insured, or by its employees or agents, or by anyone directly or indirectly employed by the insured. The amount of insurance coverage shall not be less than $1,000,000 per accident.
b. The commercial automobile insurance shall include the same endorsements required for the commercial general liability policy (see Section
16.B.2.b).
4. Professional Liability. The Consultant and its contractors and subcontractors shall secure and maintain in full force, during the term of this Contract and for five years thereafter, professional liability insurance policies appropriate to the respective professions and the work to be performed as specified in this Contract. The limits of such professional liability insurance coverage shall not be less than $1,000,000 per claim.
C. In addition to any other remedy the City may have, if Consultant fails to maintain the insurance coverage as required in this Section, the City may obtain such insurance coverage as is not being maintained, in form and amount substantially the same as is required herein, and the City may deduct the cost of such insurance from any amounts due or which may become due Consultant under this Contract.
D. No policy required by this Contract shall be suspended, cancelled, terminated by either party, or reduced in coverage or in limits unless Consultant has provided thirty (30) days prior written notice by certified mail, return receipt requested, to the City.
E. Any deductibles or self-insured retentions in excess of $10,000 must be declared to, and approved by, the City.
F. The requirement as to types, limits, and the City’s approval of insurance coverage to be maintained by Consultant are not intended to, and shall not in any manner, limit or qualify the liabilities and obligations assumed by Consultant under the Contract.
17. MISCELLANEOUS PROVISIONS:
A. Consultant shall keep itself fully informed of, shall observe and comply with, and shall cause any and all persons, firms or corporations employed by it or under its control to observe and comply with, applicable federal, state, county and municipal laws, ordinances, regulations, orders and decrees which in any manner affect those engaged or employed on the work described by this Contract or the materials used or which in any way affect the conduct of the work.
B. Consultant shall not engage in unlawful employment discrimination. Such unlawful employment discrimination includes, but is not limited to, employment discrimination based upon a person’s race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, gender, citizenship, or sexual orientation.
C. Consultant shall maintain and make available for inspection by the City and its auditors accurate records of all of its costs, disbursements and receipts with respect to any work 767
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
8 2/1/25
under this Contract. Such inspections may be made during regular office hours at any time until six (6) months after the final payments under this Contract are made to the Consultant.
D. This Contract constitutes the entire agreement between the parties relative to the services specified herein and no modification hereof shall be effective unless and until such modification is evidenced by a writing signed by both parties to this Contract. There are no understandings, agreements, conditions, representations, warranties or promises, with respect to this Contract, except those contained in or referred to in the writing.
E. All notices that are required to be given by one party to the other under this Contract shall be in writing and shall be deemed to have been given if delivered personally or enclosed in a properly addressed envelope and deposited in a United States Post Office for delivery by registered or certified mail addressed to the parties at the following addresses:
City: City of West Sacramento
Peter Ibrahim, Capital Improvement Manager
1110 West Capitol Avenue, 1st Floor
West Sacramento, CA 95691
[email protected]
Consultant: Matrix Consulting Group, LTD
Alan Pennington, President
1875 S. Grant Street, Suite 960
San Mateo, CA 94402
[email protected]
H. This Contract shall be interpreted and governed by the laws of the State of California.
I. Any action arising out of this Contract shall be brought and maintained in Yolo County California, regardless of where else venue may lie.
J. In any action brought by either party to enforce the terms of this Contract, each party shall be bear responsibility for its attorney’s fees and all costs regardless of whether one party is determined to be the prevailing party.
K. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. By electronically signing this document in electronic form, Parties agree that this Agreement may be transmitted and signed electronically by all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California law and regulations, including but not limited to Civil Code Section 1633.7
[Signatures on following page]
768
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
9 2/1/25
CITY OF WEST SACRAMENTO
By: __________________________
Amanda Berlin, Assistant City Manager
ATTEST:
By: _______________________
Jennifer Cusmir, City Clerk
APPROVED AS TO FORM:
By: _______________________
Jeffrey Mitchell, City Attorney
Matrix Consulting Group, LTD
By: _________________________
Alan Pennington, President
769
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
EXHIBIT A
Consultant Proposal/Scope of Work
770
Proposal to Develop a Facilities, Vehicles, and
Equipment Master Plan
WEST SACRAMENTO, CALIFORNIA
November 4, 2024
771
Table of Contents
Transmittal Letter i
1 Mandatory Qualifications and Experience 1
2 Technical Project Approach 13
3 Cost Proposal 23
772
November 4, 2024
Peter Ibrahim, CIP Manager
City of West Sacramento
1110 W Capitol Ave
West Sacramento, CA 95691
Dear Mr. Ibrahim:
Matrix Consulting Group is pleased to submit our proposal to develop a Facilities, Vehicles, and Equipment Master Plan (FVEMP) for the City of West Sacramento. The following information has been provided in accordance with the City’s RFP:
A. Proposer’s Name and Contact
Richard Brady, President
Matrix Consulting Group, Ltd.
1875 S. Grant Street, Suite 960
San Mateo, CA 94402
(650) 858-0507 fax (650) 397-4050
[email protected]
B. Statement of Offer
Our proposal is an offer to complete the City’s requested Scope of Work and the offer, including the cost proposal, will remain valid for at least ninety (90) business days after November 4, 2024.
C. Conflict of Interest
Neither Matrix Consulting Group nor any individual who shall perform work under this contract has a conflict of interest.
D. City Contract Terms
We have read and understand the City’s standard contract and insurance requirements.
We can comply with all terms and conditions except a minor part of the insurance requirement regarding coverage for owned automobiles. Our firm does not own any automobiles and therefore we cannot provide coverage for these. Our insurance matrix
consulting group
773
otherwise complies with contract requirements, and we request an exception on this minor issue. We understand that proof of insurance will be required prior to contract execution.
E. Subcontractors
We will be subcontracting with two firms: ALPHA Facilities Solutions, LLC. and Energetics.
ALPHA Facilities Solutions Energetics
Address 4085 Cibolo Canyons St, Ste 200
San Antonio, TX 78261
2907 Shelter Island Dr., Suite 217
San Diego, CA 92106
Email Address [email protected] [email protected] Phone Number (210) 492-5742 (202) 479-2748
Overview ALPHA Facilities Solutions is a
worldwide provider of facility
condition assessment, capital
planning, maintenance, management,
investment strategy, space planning
services, and lifecycle management
delivery. They provide services to
federal, educational, state/municipal,
and healthcare clients. With
extensive worldwide expertise, they
have a successful track record for
helping clients achieve their goals
and maximize return on investment.
Energetics draws on deep energy
and sustainability expertise to help
public entities integrate clean energy
technologies and strategies into their
real-world operations. They bring
over 40 years of experience as
trusted government consultants and
decades of alternative fuel/energy
and sustainable fleet transition
planning experience to their work of
delivering a sustainable future.
F. Signature and Authority
As the firm’s President, I am authorized to negotiate on the firm’s behalf and bind it contractually. I can be reached at the address, phone number, or email listed above.
We look forward to discussing our proposal and to continuing our relationship with the City of West Sacramento.
Richard Brady, President
Matrix Consulting Group, Ltd.
774
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 1
1. Mandatory Qualifications and Experience
This section of our proposal demonstrates that our firm holds the qualifications and experience required to complete the City’s requested Scope of Work.
A. Organization
Matrix Consulting Group, Ltd. is a management consulting firm dedicated to providing quality analytical, evaluation, support, and training assistance to local government. Our company was formed by experienced consultants to pursue an operating model in which analytical work is performed by senior level staff. Our firm can be summarized as follows:
• We were incorporated in 2003 in the State of California. We are headquartered in San Mateo and have regional offices in Irvine (CA), Charlotte (NC), Dallas (TX), Edwardsville (IL), the Tampa (FL) area, Portland (OR), and Nova Scotia, Canada.
Our proposed Project Manager is located in Nova Scotia, Canada and additional staff are located across the United States, including California. • We are comprised of 30 full-time and seven part-time highly experienced management consultants who specialize in the analysis of local government functions encompassing the entire spectrum of critical operational areas. • Since our founding, we have worked with over 1,700 government agencies, conducting management studies and cost-of-service evaluations providing recommendations relating to operations, improvements, and cost recovery. • We take a holistic approach to evaluating operations, processes, policies, and resource needs to provide efficient and effective services to both the public and internal customers.
We will partner with Energetics on this project. Energetics provides technical consulting services to the U.S. Department of Energy (DOE), several DOE National Laboratories, state energy offices (such as the New York State, California, Colorado), utilities (including the seven largest in California), and numerous local municipalities (counties, cites, and towns). Energetics’ Sustainable Transportation staff includes engineers and scientists with extensive experience in vehicle efficiency and alternative fuel technologies.
Our facility condition assessment partner, ALPHA Facilities Solutions, is a global provider of strategic asset management and capital planning services. Family-owned and operated, ALPHA is an architectural-engineering firm that offers a different kind of engineering service. ALPHA assesses facility assets to give perspective to facility decision makers for better management and performance of their assets over time. Their 775
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 2
professional services empower administrators to be better stewards of their investment and extend the lifespan of their campuses by identifying near and long-term capital maintenance needs and funding.
B. Experience
Since our founding, we have worked with over 1,700 government agencies, conducting cost of service and management studies providing recommendations relating to operations, improvements, and cost recovery. We have dedicated facility, fleet, sustainability, financial services and Diversity, Equity and Inclusion (DEI) practices with experienced staff accustomed to working together. The following outlines the core services areas of our firm:
Administrative (HR, Finance, IT) Fire and EMS
Community Development Fleet Management
Diversity, Equity and Inclusion Law Enforcement
Facilities and Space Planning Public Works
Financial Services Sustainability
C. Public Agency Experience
Almost all of our past clients (99.8%) have been public entities. Below is a list of recent clients where we completed projects with a facilities, fleet, or electrification component, or a combination of all three.
Client Firm Year Project Title/Scope
Palm Desert Matrix/Energetics 2024 Fleet Electrification Master Plan Hennepin County, MN Matrix 2023 Fleet and Facility Operational Development Study
Issaquah, WA Matrix/Energetics
Matrix
2022
2023
Fleet Funding and Fossil Fuel Reduction
Enterprise Asset Management Plan
Lee’s Summit, MO Matrix 2024 Management Audit of Facility and Equipment Maintenance and Replacement
Long Beach, CA Matrix 2022
2023
Fleet and Shop Audit
Public Works Staffing and Operations Audit
Miami Beach, FL Matrix 2023
2024
Fleet Lifecycles, Maintenance and
Electrification
Facility Management Divisions Review
Redmond, CA Matrix/Energetics 2023 Fleet, Facility and Electrification Review Rowan County, NC Matrix 2024 Fleet, Facility and Outsourcing Review Santa Barbara, CA Matrix/ALPHA 2021 Internal City Services Financial and Program Study
Seminole Tribe of Florida Matrix 2022 Fleet, Facility and Electrification Study 776
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 3
Matrix Consulting Group is currently updating the development fee schedule for West Sacramento and recently completed an assessment of the City’s Capital Improvement Program. In the past, we have also conducted studies for the City’s police and fire departments.
D. Personnel
We propose a dedicated team of subject matter experts who are former development and permitting leaders in local government, prior to becoming consultants. The consultants proposed for this engagement have broad experience working together analyzing local government operations. The organization of our team is shown below.
Kate Vigneau will serve as the project manager and be engaged in all aspects of this project. Short resumes of all members appear below.
Alan Pennington
Sr. Vice President
Project Executive
Kate Vignaeau,
CAFM
Director
Project Manager
Matrix Consulting
Group
Aaron Baggarly
Vice President
Space Planner
Suelyn Knight
Senior Manager
DEI Lead
Chas Jordan
Manager
Facility Analyst
Ruth Alfson, CAFM
Manager
Fleet Analyst
Joe McDonald
Sr. Consultant
Technical Analyst
Megan Young
Sr. Consultant
Facility Analyst
ALPHA
Keith Jones
Principal
Facility Assess Lead
Ron Kramps, PE
Manager
Facility Analyst
Energetics
Russ Owens
Manager
Sustainable Lead
Matthew VanSlyke
Manager
Sustainable Analyst
Onsite Evaluators
Kevin Wood
Abit Baral, PhD
Ehsan Arabien
777
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 4
Alan Pennington is a Senior Vice-President of the firm with over 25 years of practitioner and consulting experience. He leads our General Consulting Practice which includes organization-wide assessment, including staffing and workload assessment for administration, finance, IT, HR, community development, and public works operations. He has served as the Project Manager or Lead Analyst on over 300 local government studies since joining the firm and served for over 13 years in various public sector positions in Illinois before joining Matrix. The positions included Assistant City Manager, Asst.
Human Resources Director, and Labor Relations Manager. Alan is a member of: The International City/County Management Association (ICMA), Government Finance Officers Association (GFOA), and the Association of Local Government Auditors (ALGA) and has an MPA from the University of Maine.
Alan has served as Project Manager (or principal analyst) on the following projects: Alexandria (VA), Charleston (SC), Everett (WA), Franklin (TN), Johnson County (KS), Menlo Park (CA), Montpelier (VT), Santa Barbara (CA), Rancho Mirage (CA), Rancho Palos Verdes (CA), Raymore (MO), Roseville (CA), Schertz (TX), Washington County (NY) and White Plains (NY).
Project Role: Alan will serve as Principal-in-Charge.
Katherine Vigneau, CAFM, heads the fleet practice and has more than 35 years of experience as a fleet manager and fleet management consultant. She spent 27 years in the Canadian Army, where she provided oversight for fleet policies and best practices of a fleet of 32,000 vehicles. After her retirement in 2010, Kate became a recognized fleet education and training specialist who acted as the Director of Professional Development for NAFA for over a decade, guiding their fleet education and certification programs. She won the Excellence in Fleet Education award for her volunteer efforts with the Association. She holds professional designations in fleet and logistics and an MBA from the Royal Military College.
She has managed over 100 projects for clients including: California Water, Simi Valley (CA), Issaquah (WA), Long Beach (CA), Carlsbad (CA), Simi Valley (CA), Redmond (WA) and Spokane (WA). Kate is a functional specialist in replacement planning, utilization, best practices, and electrification, and a speaker at industry events such as NAFA’s I and E, The Work Truck Show and CONEXPO.
Project Role: Kate will serve as the Project Manager.
Aaron Baggarly, AICP is our lead space planner and has conducted over 150 facility master plans, staffing, and operational assessment. He has a wide array of experience reviewing local government operations. He has served as a project manager and analyst on all types of studies, including space management, facility maintenance, fleet operations and audits, internal controls, contract review, staffing, and organizational assessment. He has assessed the facility and space needs for all government operations with an emphasis on fleet facilities. He is a member of American Institute of Certified Planners (AICP) and the American Planning Association and holds a BS in Community and Regional Planning.
He has managed or acted as lead analyst on facility studies for New Rochelle (NY), Hennepin County (MN), Rowan County (NC) and Beaufort Jasper Water Authority.
Project Role: Aaron will serve as the Space Planner.
778
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 5
Suelyn Knight is a Senior Manager in the firm and has a proven track record of leading transformational change in government organizations. Prior to joining the firm, Suelyn was an Executive National Advisor with the Royal Canadian Mounted Police where she led the development of a national strategy on the collection of identity statistics to mitigate and address systemic racism while building trust within communities. She also served as the Equity, Inclusion and Human Rights Unit Commander with the Toronto Police Service, where she led a team of experts driving progressive and inclusive change. Key initiatives included the Gender Diversity and Trans Inclusion Project and the Workplace Well-being, Harassment & Discrimination Review. She is recognized for her experience in strategic planning, culture change, and diversity and inclusion. and specializes in leadership coaching and development, race and identity-based data collection, enterprise-wide strategic planning, community consultations/engagement, diversity education, and inclusive policy development.
Suelyn has a BA in Psychology from York University and is a candidate for her Master of Education focused on Community and Equity Studies from York University.
Project Role: Suelyn will serve as an EDI Specialist.
Ruth Alfson, CAFM is a Manager with Matrix Consulting Group. Ruth has more than 30 years of experience as a fleet manager, working with Follet Corporation, Seminole County (FL), Exelon, Serco Group, EG America, the City of Cincinnati (OH), and Mettler-Toledo. Ruth has also volunteered with NAFA, Fleet Management Association and was their President in 2015-2017. She has taught Fleet Financial Management at numerous seminars and NAFA’s Institute and Expo. She was awarded NAFA’s Excellence in Education Award and Distinguished Service Award. She specializes in analysis of policies, best practices, and replacement planning and holds a professional designation in fleet management.
Ruth has lent this depth of experience to recent projects for clients in: Janesville (WI), Pleasant Prairie (WI), Rowan County (NC), Vaughan (ON), SMUD (CA), Palm Desert (CA) and the Seminole Tribe (FL).
Project Role: Ruth will serve as a fleet analyst.
Chas Jordan, FMP, PWE is a manager with Matrix Consulting Group and leads projects in the firm’s General Consulting Practice. He serves as a project manager and a project consultant on projects dealing with public works, fleet management, facilities, utilities, parks and recreation and administrative functions. Prior to joining Matrix, Chas served as an Assistant Public Works Director and Facilities Manager in Florida. Chas is a certified Facilities Management Professional (FMP) from IFMA, an APWA credentialled Public Works Executive, and his capstone thesis dealt specifically with fleet replacement programming. He also holds an MPA from the University of North Florida.
Chas has managed or participated in projects for clients such as: Addison (TX), Stockton (CA), Bradenton (FL), Miami Beach (FL), East Bay Regional Parks District (CA), Brentwood (CA), Vacaville (CA), Seminole Tribe (FL), Cordova Parks and Recreation District (CA), La Mesa (CA), Menifee (CA), Montclair (CA) and the Moreno Valley (CA).
Project Role: Chas will serve as a facility analyst.
779
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 6
Megan Young is a Senior Consultant who recently joined Matrix Consulting Group. She brings more than ten years of experience working with local and regional governments. As Assistant to the City Manager in Greenville, SC, Megan conducted research and studies to assist in the management of City operations, programs, and services, and analyzed data, identified trends, and developed recommendations for changes in policies and procedures to improve operations. As an analyst, Megan will assist with data analysis, community engagement, and focus groups.
Megan has a BA in Intercultural Studies for Business and Spanish from Wofford College and an MPA from Clemson University.
Project Role: Megan will serve as a facility analyst.
Joe McDonald is a Senior Consultant with three years of experience. He has served as an analyst on a wide variety of engagements, ranging from community development departments to municipal airports. Joe will assist in developing client surveys, documenting current and future workflows, and conducting interviews, performing data analysis, and preparing client deliverables. He holds an IPMACP Certification from the Professional Association for Public Sector HR Professionals (PSHRA).
Joe has a BA in Professional and Technical Communications from the University of South Florida.
Recently, he has worked on projects for Rocklin (CA), San Bernardino County (CA), San Dimas (CA), Greeley (CA), Clearwater (FL) and Miami Beach (FL).
Project Role: Joe will serve as a technical analyst.
Ron Kramps, PE serves as the Facilities and Infrastructure Asset Management Practice Director. He is a professional engineer and certified energy manager with over 30 years of success in managing large, complex projects and facilities. Ron is a skilled communicator with experience in energy, environmental, construction, and contingency management. He has a strong record of building teams, finding efficiencies, and delivering facility management strategies and solutions. He is a subject matter expert in managing large school district facilities. He supports the global project initiatives of the Department of Defense Education Activity (DoDEA) and previously managed the Charleston County School District’s Asset Management program.
Project Role: Ron will serve as the facility condition assessments analyst.
Russ Owens specializes in electric vehicles (EVs) and hybrid-electric vehicle (HEV) technologies/powertrains, and sustainable alternative fuels/powertrains. With over 26 years of experience in the field, Russ' work is focused on sustainable transportation technology demonstration/verification, sustainable fleet transition planning, and emissions reduction and climate improvements. Russ' technical expertise is paired with expertise in public/grant funding acquisition, management, and reporting to help clients identify and secure funding to implement their sustainable vehicle/fleet and commercial operations. Customers include local/state/federal governments, national laboratories, and commercial clients.
Russ’ work in vehicle technology/fleet assessment/planning and his public funding acquisition successes underscores his leadership in promoting environmental sustainability and advancing the 780
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 7
automotive industry toward a greener future. He holds an MS – Mechanical Engineering for Pennsylvania University.
Russ has recently worked on fleet electrification master plans or research studies for Minnesota Department of Transportation, Palm Desert (CA), Rancho California Water District (CA), Vaughan (ON), Redmond (WA), George Mason University (VA), City of Lawrence (KS), New York State Clean Fleet Plan, and the Red Sea Project (Saudi Arabia).
Project Role: Russ will serve as the lead for fleet electrification.
Matthew VanSlyke, PTP, PMP is a transportation planner and project manager with more than 18 years of broad experience supporting local communities on a wide variety of transportation solutions. He holds a Bachelor of Science and Master of Regional Planning degrees with a focus on sustainable transportation planning. He has administered federal and state-funded transportation and community planning projects, created, and implemented training for local planning and zoning boards, and facilitated public outreach sessions to assist communities with infrastructure projects.
Matt’s knowledge of sustainable transportation options encompass bicycling, public transit, and electric vehicles. His experience also includes management of complex community development projects and in local, regional, and statewide transportation equity advocacy and tourism promotion.
Matt established and is the Executive Director of Utica Bike Rescue, a community-based not-for-profit bicycle workshop and education program to promote bicycling as an affordable, effective, sustainable form of transportation, focusing on children, students, and lower-income households.
Matt has recently worked on fleet electrification master plans or research studies for Palm Desert (CA), Rancho California Water District (CA), Culver City (CA), Vaughan (ON), Redmond (WA), George Mason University (VA), Elsinore Valley Municipal Water District (CA), City of Lawrence (KS).
Project Role: Matt will be the Electrification Analyst on this project. 781
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 8
E. References
The following references are provided for projects completed within the last three years that most similarly align with the services requested. It is important to note that these projects were completed by members of the proposed project team.
Santa Barbara, California
Internal City Services Financial and
Program Study
Angela Oslund
Facilities & Fleet Division Manager
65 Laguna Street
Santa Barbara, CA 93101
(805) 564-5568
[email protected]
We completed a comprehensive assessment of the City’s
financial policies and rates for fleet and facility services including all direct and indirect costs. We also conducted operational assessments of fleet and facility functions which included fleet utilization and electrification and fleet and facility staffing. These operational reviews led to operational efficiencies in both areas. The financial
analysis led to a defensible cost of service analyses that maximized recovery opportunities.
Our green fleet analysis included the identification of options to convert fleet vehicles to EVs. We also assessed policies for pooled vehicles and rideshare options. Our utilization and EV conversion recommendations resulted
in significant savings for the fleet.
Issaquah, Washington
Fleet Operations Study
Kelly Kussman
Fleet Manager
City of Issaquah
679 1st Ave. NE
Issaquah, WA 98027
(425) 837-3493
[email protected]
This project involved a Best Practice review of six
functional areas, a detailed utilization study of fleet assets, a ten-year capital replacement plan and extensive
research into EV and charging infrastructure options.
During the site visit, we evaluated the three main fleet facilities and locations (Police Headquarters, Public
Works, and Facilities yards) for building and vehicle
maintenance and access.
We recommended the establishment of an internal service fund and an EV Charging Plan in a location adjacent to
Fleet Services. This led to a follow-on study in Asset
Management.
782
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 9
Long Beach, California
Fleet Audit
Dan Berlenback
Fleet Services Manager
City of Long Beach
411 W Ocean Blvd.
Long Beach, CA 90802
(562) 570-5401
[email protected]
This project, initiated by the City Auditor, was to assess fleet practices at the Financial Services Bureau, Harbor and Water. Specific areas for review also included
maintenance staffing, work order processes, the
effectiveness of the replacement plan including lifecycles, budget, review and guidelines, funding approach and
chargeback system adequacy and the Fleet Management
Information System capabilities and data usage.
The findings included a maintenance staffing deficit of 2.6 Full-time Equivalents. We also made right-sizing
recommendations that would result in initial savings of over $500,000
Rowan County, North Carolina
Fleet Management Consulting
Services
William Downs
Senior Auditor
Rowan County
130 West Innes Street, Suite 31
Salisbury, NC 28144
(980) 565-9774
[email protected]
This project included a maintenance audit, policy review and utilization study of the County’s fleet. The County is in their third year of an outsourced maintenance contract.
We completed a facility review and customer satisfaction survey and provided recommendations to improve the
facility and the services offered. We reviewed existing policies and provided an updated Fleet Management
Manual and Operator Handbook. Finally, we reviewed
utilizations levels and recommended vehicles for pooling, elimination and immediate replacement.
Seminole Tribe, Florida
Fleet Utilization Study
Sandy Leonard
Director of Fleet Services
Seminole Tribe of Florida
6300 Stirling Road
Hollywood, FL 33024
(954) 966-6300 X11204
[email protected]
We completed a utilization review of the Tribal fleet,
visiting stakeholders across five reserves. During this review, we worked with the newly created fleet department to establish a consolidated fleet inventory, interview
dozens of stakeholders and assess fleet size, type and fuel used.
The review of the main fleet concluded in February with a phase 2 review of the public safety fleet currently
underway. Our ongoing work involves an electrification
and infrastructure analysis for the public safety fleet.
Additional details and/or references are available upon request. 783
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 10
F. Local Benefit
While our firm does not have an office in West Sacramento, the study results will have a positive impact on residents, visitors, and staff. The efficient provision of facility and fleet services can be used as a catalyst for internal improvement. In addition, planning for a more sustainable future through the electrification of the fleet will benefit the community in terms of greenhouse gas emissions reductions and improved air quality.
Our team has conducted several studies for West Sacramento, and our knowledge of the City organization and processes will result in a more efficient approach for this study.
G. History
Our firm has not been involved in a merger, acquisition, or sale related to our organizational structure.
H. Legal Challenges
Neither the firm nor any member of the proposed project team are involved in any current litigation.
I. Fiscal Viability
Matrix Consulting Group has never filed (or had filed against us) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.
Matrix Consulting Group has a history of financial stability including growth, breaking even or generating a profit every year for over 20 years (including recessions and a pandemic), and employee retention.
J. Business License
The following page contains our State of California Statement of Information. 784
BA20240206881
Entity Details
Corporation Name MATRIX CONSULTING GROUP, LTD
Entity No. 2485394
Formed In CALIFORNIA
Street Address of Principal Office of Corporation
Principal Address 1650 S AMPHLETT BLVD STE 213
SAN MATEO, CA 94402
Mailing Address of Corporation
Mailing Address 1650 S AMPHLETT BLVD STE 213
SAN MATEO, CA 94402
Attention
Street Address of California Office of Corporation
Street Address of California Office 1650 S AMPHLETT BLVD STE 213 SAN MATEO, CA 94402
Officers
Officer Name Officer Address Position(s)
• RICHARD P BRADY 491 EL GRANADA BLVD
HALF MOON BAY, CA 94019
Chief Executive Officer
• COURTNEY RAMOS 333 PIOCHE ST
SAN FRANCISCO, CA 94134
Chief Financial Officer
+ KHUSHBOO INGLE 190 CALLE DE LOS NINOS
RANCHO SANTA MARGARITA, CA 92688
Secretary
Additional Officers
Officer Name Officer Address Position Stated Position
None Entered
Directors
The number of vacancies on Board of Directors is: 0
Director Name Director Address
COURTNEY RAMOS 333 PIOCHE ST
SAN FRANCISCO, CA 94134
IAN MORGAN BRADY 5 SE Martin Luther King Blvd #1613
Portland, OR 97214
ALAN PENNINGTON 1806 Augusta Tr
Edwardsville, IL 62025
+ RICHARD P BRADY 491 EL GRANADA BLVD
HALF MOON BAY, CA 94019
Agent for Service of Process
Agent Name WILLIAM L MCCLURE
STATE OF CALIFORNIA
Office of the Secretary of State
STATEMENT OF INFORMATION
CORPORATION
California Secretary of State
1500 11th Street
Sacramento, California 95814
(916) 653-3516
B2461-5515 01/31/2024 3:45 PM Received by California Secretary of State
For Office Use Only
-FILEDFile No.: BA20240206881
Date Filed: 1/31/2024
785
Agent Address 1100 ALMA ST STE 210
MENLO PARK, CA 94025
Type of Business
Type of Business MANAGEMENT CONSULTING
Email Notifications
Opt-in Email Notifications Yes, I opt-in to receive entity notifications via email.
Labor Judgment
No Officer or Director of this Corporation has an outstanding final judgment issued by the Division of Labor Standards Enforcement or a court of law, for which no appeal therefrom is pending, for the violation of any wage order or provision of the Labor Code.
Electronic Signature
By signing, I affirm that the information herein is true and correct and that I am authorized by California law to sign.
William L McClure
Signature
01/31/2024
Date
B2461-5516 01/31/2024 3:45 PM Received by California Secretary of State
786
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 13
2. Technical Project Approach
This section of our qualifications statement includes an overview of our project management approach, followed by a detailed task plan.
A. Approach
Our philosophy in providing consulting services is to provide a customized approach to address our client's unique issues and needs in a fact-based manner utilizing our proven methodologies and analytical approaches as summarized in the following graphic:
Our place in the government consulting industry is based on our experience and our tailored approach to meet the unique needs of each of our clients.
B. Project Management and Client Interaction
We believe strongly in effectively managing each consulting engagement. As a result, we utilize formal project management techniques in our studies. These techniques include:
• All project work activities are defined in advance and tied to each project team member, deliverables, schedule, and budget.
A principal of the firm is involved in every aspect of each study. For this engagement, Alan Pennington will serve in this role.
We approach our projects by gaining a firm grounding in formal and fact-based analytical methodologies.
Our projects are characterized by extensive input and interaction between the consultants and our clients’ staff, management, and policy makers. This study will also include engagement with past development customers.
We recognize that successfully serving clients requires more than simply providing the right answers. We provide our clients with practical solutions for implementing change.
We engage regularly with our clients to ensure that the project remains on time, the schedule is maintained, and we are accessible when needed. 787
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 14
• Project team and client expectations and results are managed by developing and utilizing formal project schedules and reporting tools and frequent review meetings are conducted with clients to review interim deliverables. • Quality control measures including project executive review of all interim and final products before they are delivered to the client.
• Bi-weekly (or alternative schedule) meetings with the City’s project manager and/or project steering committee.
We recommend the creation of a small project committee to work with us on this project.
This committee’s role would be to review our findings, conclusions, and recommendations through a review of each interim deliverable. We would conduct regularly scheduled progress meetings to report progress to date, problems or obstacles encountered, and planned project activities.
C. Task Plan
We propose the following task plan, which follows the five phases outlined in the request for proposal, and project schedule. In all cases, deliverables will take the form of a draft report for City input before we make updates to the final versions.
Phase 1: Facility, Vehicles, and Equipment Condition Assessment Evaluations Task 1.1 Project Initiation Meeting and Project Management Upon execution of the contract, the project team will hold a formal project kick-off meeting with key City and department staff to discuss the parameters and reason for this assessment. We will provide an agenda before the meeting as well as a summary of action items following the meeting. During this meeting, we will confirm the scope of work, deliverables, and the project schedule, and present and discuss the Request for Information (RFI) outlining data requirements for the analysis.
Regular project check-in times and meetings will also be established in addition to the seven meetings described in the RFP.
The deliverables for the project kick-off meeting will be a project contact list for staff and the project team, an updated project schedule, identification of the first round of staff interviews, and a preliminary request for information (RFI).
Task 1.2 Review City-Provided Documents to Create a Current State Assessment We will review and analyze the information provided in response to the RFI to create a full understanding of the facility and fleet make-up of the City. Information requested will 788
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 15
include inventories of facilities and fleet assets, Strategic Plan, Climate Action Plan, Asset Management Plan, all facility and fleet management policies, facility floor plans, current staffing in these areas, and the use of technology or information management systems.
We will meet with stakeholders for initial interviews to clarify the information provided.
The deliverable for this task will be a Facility and Fleet Current State Assessment that will form the initial building block for our review.
Task 1.3 Establish Facility and Fleet Asset Hierarchy and Inventory We will develop the facility inventory to create an asset hierarchy and integrate information on buildings and structures assets based on data housed in the computerized maintenance management system (CMMS). We will physically conduct Facility Condition Assessment evaluations for each facility, to include, at minimum, the following information:
• Site and infrastructure.
• Exterior systems including structural frame, building envelope, wall evaluation, curtain wall, and roofing.
• Mechanical/HVAC, electrical, lighting, plumbing.
• Fire protection and life safety.
• Elevators, vertical transportation as well as specialized systems and equipment. • Interior elements, food service spaces and equipment. • Limited accessibility compliance.
• Environmental features, lead-based paint and asbestos. • Energy conversation analysis.
• Climate resiliency (e.g. Solar battery storage, alternative fueled generators). • Electric vehicle chargers (public and fleet use).
Comprehensive inspections will be limited to observable areas and systems and input from City staff regarding current conditions and the facility’s background. In this task, we will also assess maintenance efforts compared with standards, including manufacturer recommendations and industry standards. A facility condition index will be developed for each facility based on the findings of the assessment providing guidance on priority and need. This condition index will be based on a four-level hierarchy of Good, Fair, Poor, or Critical facility needs.
789
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 16
We will refine the fleet inventory to reflect the current status of each asset based on age, condition, domicile, usage patterns, and asset value (depreciation). We will also examine the preventative maintenance program in terms of scheduling, compliance with best practices and its effectiveness.
The deliverable will be a Fleet and Facility Inventory and Condition Assessment Report.
Task 1.4 Develop a Fleet Electrification Transition Plan We will meet with sustainable stakeholders to review the City’s Climate Action Plan goals and ensure these goals and regulatory requirements are considered in transitioning to an electric/hybrid fleet. We have a proven method for fleet transition which involves:
• Compiling the fleet inventory
• Conducting a fleet utilization review and right-sizing and right-typing the fleet. • Conducting a market scan of the regulatory environment (e.g., California Air Resources Board [CARB], Advanced Clean Fleets compliance, impact of Advanced Clean Cars II and Advanced Clean Trucks) and available EV and hybrid inventory in the light-, medium- and heavy-duty markets.
• Selecting vehicles to electrify based on use case, regulations and availability. • Conducting a site visit of each facility where vehicles do and could park and charge to evaluate infrastructure and electric capacity and developing a phased charging infrastructure installation plan to support the City’s fleet EV fleet transition. • Assessing the current shop in terms of size, equipment and maneuverability. • Assessing current staffing in terms of the number of mechanics (relative to Vehicle Equivalency Units) and safety and training needs.
• Estimating all costs/savings associated with the capital and operating costs of EV/hybrid-electric vehicle transition.
The deliverable will be a phased Fleet Electrification Master Plan covering the information noted as well as contingencies for power outages, the use of solar, and a comprehensive timeline for implementation.
Phase 1 Deliverables
The project team will provide:
1. An implementation plan and schedule for Phase 1.
790
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 17
2. Meeting agendas, exhibits, and summary notes for all meetings with the City’s Project Manager and/or the Project Management Team, as designated by the City.
3. Draft and Final Reports of our Current State Assessment, Facility and Fleet Inventory and Condition Assessment, and the Fleet Electrification Master Plan.
Phase 2: Assessment of Future Space Needs and Gap Analysis Task 2.1 Conduct a Physical Analysis of Facility Operations and Utilization We will analyze the City’s existing operations at all current City facilities, gaining an indepth understanding of current services, programs and operations. We will participate in a site visit to tour facilities with the City staff to ensure an accurate understanding of operational contexts and physical layouts and to become generally familiar with the City’s staff and program scheduling opportunities and the constraints of each building.
Following the visit, we will assess each facility's current utilization against its intended role to determine if it is over, under, or appropriately utilized, considering both current operations and capacity to house employees. Note each facility's ability to serve not only its current and future needs but also its ability to accommodate the number of employees housed. An outcome of this task will include the current allocation of existing space by functional area.
We will conduct a similar analysis for vehicles and equipment during the utilization review in Task 1.4.
The deliverable for this task will be a physical space analysis in the Space Needs Report.
Task 2.2 Conduct Surveys to Identify Service and Community Needs.
We will enhance our understanding through two sub-tasks:
Task 2a. Conduct surveys and interviews with staff identified by the Project Manager.
Task 2b. Collect public information through focus groups and surveys. • We will facilitate a minimum of three public focus group sessions, with the assistance of the City in selecting accessible locations and dates to maximize community participation.
• We will conduct a public online survey. The survey will remain open at least 60 days and will be advertised on social media, at existing City facilities and highly visited areas in the City.
791
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 18
The deliverable associated with this task is an analysis of the community focus group themes and results.
Task 2.3 Summarize Industry Standards, Trends, and Best Practices.
We will complete this task in two sub-tasks:
Task 3a. Use our extensive databank of facility and fleet best practices in offering community programs and services and compare them to the City's current performance.
Task 3b. Benchmark against six communities of similar size and operational scope to contextualize the City of West Sacramento’s operations within broader industry trends.
The deliverables for this task are a best practice checklist and a benchmarking report as chapters in the Space Needs Report.
Task 2.4 Future Needs Assessment.
We have developed a model for facility planning purposes to determine the impacts of development and growth on service demands, staffing, and facility needs. To accomplish this, it is critical to understand the rates at which existing and similar developments impact operations, and hence, facilities. Rather than base projections for future needs on simple per capita ratios, for example, our analysis builds staffing and facility needs from how workloads change.
We will meet with Community Development Department staff to understand how land is used currently, as well as the configurations and timing of anticipated developments, in order to accurately model how these needs will evolve. These projections would be used to develop relationships between current and projected staffing and facility needs.
Task 2.5 Draft Space Needs Assessment Report.
Building upon the existing space allocation (Task 2.1) and the application of industry space standards, the project team will develop space needs allocations by user group.
The space allocation table will identify office, support, storage, and other space types needed for effective operations. This table will also identify key operational adjacency, public spaces, and other critical needs to ensure efficient operational approaches. The draft and final Space Needs Assessment Report will identify current and projected space and adjacency needs for all City facilities, vehicles, and equipment. This draft document will be provided to the City for their review and comment. The Space Needs Assessment Report will include space and storage needs for all City vehicles and equipment (including, but not limited to, Parks Operations and Maintenance and Public Works). 792
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 19
Phase 2 Deliverables
The project team will provide:
1. Draft and final survey and feedback analysis for the staff and community surveys.
2. Best Practice Checklist.
3. Peer Benchmarking Report.
4. Current and projected space allocation by functional group.
5. Draft and final Space Needs Assessment Report
6. Meeting agendas, exhibits, and summary notes for City Project Management meetings and the interviews, Focused Group Listening Sessions Phase 3: Space Planning and Identification of Possible Alternative Service Locations Task 3.1 Prepare Space Planning Options.
We will prepare three strategic space planning options for City facilities for the City’s Project Team to review. The options will be based on:
1. Renovation or Expansion.
2. New construction.
3. A combination of renovation, expansion, and new construction.
Each option will summarize the proposed facility location and space allocation for each department/division, including summary tables and bubble diagrams as appropriate to communicate key features and distinctions between options, and areas in square feet.
The options will be provided for all City buildings and future space allocation recommendations.
Task 3.2 Establish Evaluation Criteria.
We will create the evaluation criteria, including cost, schedule, phasing, and alignment with City goals, that will be used in a decision matrix to compare and evaluate the options.
Objective evaluation criteria will be developed in consultation with the City’s project team and will be used to evaluate the feasibility and prioritization of each option. Project criteria and prioritization will be based on the City’s priorities and needs. This process can be vetted, confirmed, and shared with City leadership and stakeholders. 793
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 20
Phase 3 Deliverables
The project team will provide:
1. Space plan and facility development options.
2. Recommended Space Plan(s).
3. Evaluation criteria and a decision matrix.
4. Meeting agendas, exhibits, and summary notes for project management meetings.
Phase 4: Development of Cost Estimates and Funding Strategies; Implementation Plan Task 4.1 Identify Needed Projects and Priorities.
Based on the options and criteria scoring developed in Task 3, the project team will develop a recommended set of projects. Each project will be assigned a priority score, which will be used to compare the deficiency severity, mission, and security of different potential projects and to support the development of maintenance and capital plans.
Each identified project will incorporate the City’s Climate Action Plan goals and upcoming changes related to the energy efficiency and resiliency requirements and conversion of the City’s fleet to electrical vehicles (including the infrastructure required in conversion).
For each of the recommended projects, a timeline for implementation will be provided to develop a prioritized list by year for upcoming maintenance and construction projects.
Task 4.2 Develop an Integrated Project and Long-Term Financial Plan.
We will develop a multi-year Capital and Maintenance Plan in which the project budget is integrated with a five-year maintenance and capital plan for the City’s facilities, vehicles, and equipment. This plan will outline projected expenditures, potential efficiencies in operations and maintenance, and strategies to sustainably maintain the assets. The integrated plan will detail both immediate and longer-term financial needs and how they align with the City’s CIP.
Task 4.3 Prepare a Comprehensive Master Plan Implementation Strategy.
We will prepare a Master Plan Implementation Strategy with the following sections:
• Project Overview: To include a summary of the project process, including past phases, current status, and future steps.
794
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 21
• Evaluation and Analysis: To include a detailed analysis of the project’s evaluation, highlighting findings, derived insights, and underlying assumptions. • Recommendations: To include detailed recommendations based on the analysis, including issues and challenges identified during the project lifecycle. These recommendations will be prioritized and ranked by level of effort. • Strategic Implementation: The strategy section will address the short-term, midterm, and long-term implementation phases, including necessary actions, responsible parties, and timelines.
• Budget and Funding Strategy: To include an analysis of budget support and funding mechanisms detailing how they will meet the City’s strategic financial requirements over time. This should include discussing funding sources, potential financial challenges, and solutions.
The deliverable for this task will include a draft and final report and a PowerPoint presentation.
Phase 4 Deliverables
The project team will provide:
1. An Integrated Financial and Asset Management Plan that combines projectspecific budgeting with broader asset management and capital planning needs.
2. A Comprehensive Implementation Plan that includes all necessary elements for moving forward, designed for easy review and feedback by city stakeholders.
Phase 5: Communications and Community Outreach Plan
We will ensure that community outreach and engagement efforts focus on diversity, inclusivity, and equity. Our DEI expert will collaborate with the City’s Project Manager and Management Team to develop strategies that actively involve diverse community members, including those from underrepresented or marginalized groups, throughout the entire project development process. This inclusive approach will foster a more representative and consensus-driven Facility, Vehicles, and Equipment Master Plan. We will take several proactive steps in support of equity and inclusivity.
Task 5.1 Develop a Communications and Community Outreach Plan We will develop a Communications and Community Outreach Plan that prioritizes equitable access and participation. This plan will focus on:
795
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 22
• Targeting diverse communities and language accessibility. • Designing outreach materials that are culturally sensitive and inclusive. • Mailing out the outreach materials using methods that reach all demographics within the community.
• Assisting the City by drafting language to be placed on the City’s website. • Conducting surveys for residents and stakeholders, ensuring representation from diverse groups, including arts organizations, non-profits, business community, sports organizations, etc.
• Assisting with developing drafts of social media posts to promote a citywide survey that will actively engage with diverse communities. • Hosting and facilitating Focused Group Listening Sessions in locations accessible, with considerations for transportation and language accessibility.
Task 5.2 Conduct a Diverse Stakeholder Listening Session We will facilitate a session that intentionally includes key stakeholders and community members representing diverse perspectives and ensure that discussions include an analysis of needs and facilities that consider the unique requirements and priorities of all community members, particularly those from historically marginalized groups.
Task 5.3 Deliver a Council Presentation
We will conduct one City Council presentation that includes the diverse feedback and perspectives gathered throughout the process, ensuring that equity considerations are integrated into the decision-making process. The information will be included in the presentation provided to the City Council for the Implementation Plan.
Task 5.4 Review of All Deliverables
We will ensure that all deliverables, including meeting agendas, exhibits, and summary notes, reflect the diverse voices and perspectives of the community. We will prioritize transparency and accessibility in sharing information and feedback collected throughout the engagement process, allowing for meaningful participation from all stakeholders, including historically marginalized groups.
796
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 23
3 Cost Proposal
The following table shows our total proposed cost to develop a Facilities, Vehicles, and Equipment Master Plan.
Phases/Tasks
Principal
/Sr. VP
Project
Mgr.
/Director
Facility
Lead/VP
Facility
Analysts/
Sr. Cons.
(2)
Fleet Lead/
Manager
Space
Planner/VP
DEI Leader/
Sr. Mgr.
Condition
(ALPHA)
Electrification
(Energetics) Total
Phase 1
1.1 Kick Off 4 60 20 40 20 20 10 20 30 $48,200.00
1.2 Current State 2 24 16 32 16 16 4 0 16 $26,110.00
1.3 Condition Assess. 2 24 16 0 24 0 0 240 0 $67,810.00
1.4 Fleet Electrification 2 60 0 0 60 8 0 0 276 $90,170.00 Phase 1 Hours and Cost 10 168 52 72 120 44 14 260 322 $232,290.00 Phase 2
2.1 Physical Assess. 0 0 8 32 8 64 0 180 0 $64,260.00
2.2 Survey 0 4 4 40 0 0 2 0 0 $8,950.00
2.3 Best Practices 2 8 16 32 24 0 0 0 0 $15,410.00
2.4 Future Needs 2 8 16 40 8 24 0 0 0 $19,570.00
2.5 Space Needs Report 2 2 8 16 8 8 0 0 0 $8,730.00
Phase 2 Hours and Cost 6 22 52 160 48 96 2 180 0 $116,920.00 Phase 3
3.1 Space Options 2 4 8 0 0 40 0 0 0 $12,690
3.2 Evaluation Criteria 2 8 8 0 0 12 0 0 0 $6,930
Phase 3 Hours and Cost 4 12 16 0 0 52 0 0 0 $19,620
Phase 4
4.1 Prioritize Projects 0 2 8 8 16 16 0 0 24 $15,520
4.2 Project/Fin. Plan 0 8 16 8 0 16 0 0 0 $10,080
4.3 Implementation Plan 2 16 16 8 0 16 0 0 0 $12,650
Phase 4 Hours and Cost 2 26 40 24 16 48 0 0 24 $38,250
Phase 5
5.1 Outreach Plan 2 2 0 0 0 2 24 0 0 $7,010
5.2 Diverse Focus Group 0 4 0 0 0 4 24 0 0 $7,320
5.3 Council Presentation 0 4 0 0 0 4 20 0 0 $6,420
5.4 Review Deliverables 4 0 0 0 0 0 32 0 0 $8,500
Phase 5 Hours and Cost 6 10 0 0 0 10 100 0 0 $29,250
Total Hours 28 238 160 256 184 250 116 440 346 $436,330 Hourly Rates $325 $240 $185 $170 $185 $240 $225 $225 $225 Total Costs (Hours) $9,100 $57,120 $29,600 $43,520 $34,040 $60,000 $26,100 $99,000 $77,850 $436,330 Travel 0 4,000 2,000 2,000 0 2,000 2,000 5,000 2,000 $19,000 Total (Hours + Travel) $9,100 $61,120 $31,600 $45,520 $34,040 $62,000 $28,100 $104,000 $79,850 $455,330 797
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 24
The following tables show subcontractor-specific pricing.
ALPHA
Phases/Tasks
Facility Assess./
VP
Facility Assess./
Mgr.
Total
Hours
Total
Cost
Phase 1
1.1 Kick Off 10 10 20 $4,500
1.2 Current State 0 0 0 $0
1.3 Condition Assess. 120 120 240 $54,000
1.4 Fleet Electrification 0 0 0 $0
Phase 1 Hours and Cost 130 130 260 $58,500
Phase 2
2.1 Physical Assess. 90 90 180 $40,500
2.2 Survey 0 0 0 $0
2.3 Best Practices 0 0 0 $0
2.4 Future Needs 0 0 0 $0
2.5 Space Needs Report 0 0 0 $0
Phase 2 Hours and Cost 90 90 180 $40,500
Phase 3
3.1 Space Options 0 0 0 $0
3.2 Evaluation Criteria 0 0 0 $0
Phase 3 Hours and Cost 0 0 0 $0
Phase 4
4.1 Prioritize Projects 0 0 0 $0
4.2 Project/Fin. Plan 0 0 0 $0
4.3 Implementation Plan 0 0 0 $0
Phase 4 Hours and Cost 0 0 0 $0
Phase 5
5.1 Outreach Plan 0 0 0 $0
5.2 Diverse Focus Group 0 0 0 $0
5.3 Council Presentation 0 0 0 $0
5.4 Review Deliverables 0 0 0 $0
Phase 5 Hours and Cost 0 0 0 $0
Total Hours 220 220 440 $440.00
Hourly Rates $225 $225 $225
Total Costs (Hours) $49,500 $49,500 $99,000 $99,000
Travel $5,000 $5,000
Total (Hours + Travel) $49,500 $49,500 $104,000 $104,000 798
Proposal to Develop a Facilities, Vehicles, and Equipment Master Plan West Sacramento, CA Matrix Consulting Group 25
Energetics
Phases/Tasks
Elec. Lead/
Sr. Mgr.
Elec. Analyst/
Manager
Site Lead
/Sr. Mgr.
Site
Analysts/
Sr. Mgr. (2)
Total
Hours
Total
Cost
Phase 1
1.1 Kick Off 20 5 5 0 30 $7,250
1.2 Current State 8 8 0 0 16 $3,600
1.3 Condition Assess. 0 0 0 0 0 $0
1.4 Fleet Electrification 16 0 108 152 276 $61,400
Phase 1 Hours and Cost 44 13 113 152 322 $72,250
Phase 2
2.1 Physical Assess. 0 0 0 0 0 $0
2.2 Survey 0 0 0 0 0 $0
2.3 Best Practices 0 0 0 0 0 $0
2.4 Future Needs 0 0 0 0 0 $0
2.5 Space Needs Report 0 0 0 0 0 $0
Phase 2 Hours and Cost 0 0 0 0 0 $0.00
Phase 3
3.1 Space Options 0 0 0 0 0 $0
3.2 Evaluation Criteria 0 0 0 0 0 $0
Phase 3 Hours and Cost 0 0 0 0 0 $0.00
Phase 4
4.1 Prioritize Projects 16 8 0 0 24 $5,600
4.2 Project/Fin. Plan 0 0 0 0 0 $0
4.3 Implementation Plan 0 0 0 0 0 $0
Phase 4 Hours and Cost 16 8 0 0 24 $5,600
Phase 5
5.1 Outreach Plan 0 0 0 0 0 $0
5.2 Diverse Focus Group 0 0 0 0 0 $0
5.3 Council Presentation 0 0 0 0 0 $0
5.4 Review Deliverables 0 0 0 0 0 $0
Phase 5 Hours and Cost 0 0 0 0 0 $0
Total Hours 60 21 113 152 346
Hourly Rates $250 $200 $250 $200
Total Costs (Hours) $15,000 $4,200 $28,250 $30,400 $77,850 Travel $2,000 $2,000
Total (Hours + Travel) $15,000 $4,200 $28,250 $30,400 $79,850 799
Matrix Consulting Group, LTD
CPA24-365 Facilities, Vehicles, and Equipment Master Plan Expires 2/19/27
EXHIBIT B
CERTIFICATE OF COMPLIANCE WITH LABOR CODE § 3700
[Labor Code § 1861]
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
Matrix Consulting Group, LTD
By:
Alan Pennington, President
800
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 19, 2025 ITEM # 9
SUBJECT:
CONSIDERATION OF SECOND READING OF ORDINANCE 25-1 REGARDING PROPOSED AMENDMENTS TO TITLE 17 (ZONING) OF THE MUNICIPAL CODE TO
CREATE THE GRAND GATEWAY ZONING DISTRICT AND RELATED ACTIONS INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Commission [X] Staff
[ ] Other
Daniel Berumen, AICP, Senior Planner
Community Development Department
Mark Polhemus, Community Investment Manager
Economic Development & Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The item is a second reading of Ordinance 25-1 regarding proposed amendments to Title 17 (Zoning) to create the Grand Gateway Zoning District and related actions to streamline future redevelopment of the Grand Gateway area.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1. Find that the Grand Gateway Zoning District is consistent with the General Plan required for Zoning Amendments; and
2. Find that the project is exempt from California Environmental Quality Act (CEQA) review pursuant to §15183 (Projects Consistent with a Community Plan or Zoning) of the CEQA Guidelines; and
3. Waive the second reading and adopt of Ordinance 25-1 amending Title 17 (Zoning) of the Municipal Code regarding creating the Grand Gateway Zoning District and Related Actions.
BACKGROUND
For over a decade, the City has acquired, assembled, remediated, and improved property located at the intersection of Grand Street and Tower Bridge Gateway, known as Grand Gateway. The City has invested significant time and resources towards the transformation of Grand Gateway from former State Route 275 rightof-way and nuisance uses into a mixed-income, mixed-use community in the heart of West Sacramento.
Grand Gateway is uniquely located at the intersection of three planning areas: The Bridge District Specific Plan, Washington District Specific Plan, and West Capitol Avenue/Central Business District Design Guidelines, as shown in Attachment 3. As a result, the Grand Gateway area has been subject to three different design and development standards, complicating future reuse opportunities. In 2013, the City received grant funds from the Sacramento Metropolitan Air Quality Management District to prepare the Grand Gateway Master Plan to create a standard set of design and use guidelines and implementation actions to facilitate the development of a pedestrian oriented, mixed-use project. Since the City Council approval in June 2013, the Grand Gateway Master Plan has guided the design and construction of multiple grant-funded improvements, including pedestrian, cycling, and transit infrastructure, and 137 affordable housing units (West Gateway Place Phase 1 and 2).
In California, Master Plans often serve as visionary frameworks with no direct legislative authority, while Specific Plans and General Plans are regulatory documents with legal weight, guiding land use and development through enforceable policies and zoning regulations. The Grand Gateway Master Plan has served as an important guiding document for work completed to date. However, more recent City policy and real estate activities warrant additional updates to the Grand Gateway implementation strategy. Such activities include expanding the Grand Gateway area through the acquisitions of the Old Town Inn (located adjacent to Capitol Bowl) and the Rodeway Inn (located at 817 West Capitol Avenue), adopting a comprehensive General Plan update in 2016, including an update to the General Plan Mobility Element in 2024, among other actions. To address these policy and physical changes related to Grand Gateway, the City applied for, and was awarded, State grant funds through the Regional Early Action Planning (REAP) program which provides funding for planning and development activities to accelerate infill housing production.
Using REAP grant funds, the City executed a contract with urban and environmental planning firm AECOM on June 5, 2024, to provide the City with technical support to create a new zoning district and provide environmental review documents for the Grand Gateway development area. Attachment 4 shows the proposed Grand Gateway Zoning District area. The new zoning district and environmental documentation will enable the City to expedite 801
future Grand Gateway development opportunities, given future redevelopment is consistent with the City’s General Plan and long-envisioned goals for the Grand Gateway project area.
On June 23, 2023, City Council adopted Resolution 23-52 declaring the property as “Exempt Surplus Land” through the State’s Surplus Land Act, with the intention of selling the property to a developer for a mixed-use development with 300 or more units, with 25-percent being affordable to low-income households. After issuing a Request for Proposals (RFP) for Grand Gateway redevelopment in fall 2023, the City selected a development team that proposed developing up to 455 multifamily residential units (including 114 affordable units), ground floor retail space, a hotel, a public plaza and a potential public park in the Grand Gateway area, as depicted in Attachment 5. The City entered into an Exclusive Negotiating Agreement (“ENA”) with the development team in July 2024. In the ENA, the City committed to creating the Grand Gateway Zoning District and preparing Tentative and Final Parcels Maps and conducting environmental analyses for the project area. AECOM and City staff have concluded the technical work for the Zoning District and environmental review, as presented in this item. City staff will move forward with the mapping activities in early 2025 and the tentative map will be on a future Planning Commission agenda.
On January 15, 2025, the City Council held a public hearing and consideration of first reading regarding amendments to Title 17 (Zoning) of the Municipal Code to create the Grand Gateway Zoning District and related actions. There was no public comment provided at the public hearing. Following the public hearing, the City Council decided to vote 5-0 to adopt Ordinance 25-1 amending Title 17 of the Municipal Code regarding creating the Grand Gateway Zoning District and Related Actions.
ANALYSIS
The proposed Grand Gateway Zoning District replaces the existing Grand Gateway Overlay Zone reserved as Title 17, Chapter 17.16, as detailed in Attachment 2. The Grand Gateway Zoning District incorporates and refines Land Use Regulations and Development Standards provided in the General Plan land use designation of Central Business District (“CBD”). As demonstrated below, the Grand Gateway Zoning District articulates development standards for allowable uses, types, and densities, among other considerations that are consistent with the General Plan CBD land use designation. The major Land Use Regulations and Development Standards differences between the proposed Grand Gateway Zoning District and the existing CBD zoning standards, is found in Ordinance 25-1 (Attachment 2).
These proposed changes will ensure that future Grand Gateway development will be consistent with the City’s vision of producing a higher density, mixed-use development. The changes being addressed include increasing the minimum density of units/acre, the minimum floor area ratio and allowing a higher maximum building height.
This adjustment will serve to increase the capacity for the community regarding both housing and retail. This will not exceed the limits outlined in the General Plan but do serve to maximize the potential for development density.
Additionally, a higher maximum building height will create development efficiencies to support bringing more housing to the area. These proposed changes are centered around the goal of creating a transit-oriented, highdensity development that will serve as a community attraction.
The last recommended action related to the proposed Grand Gateway Zoning District is to remove APNs 008- 150-033, 008-150-066, 008-150-067, 067-330-017, 067-330-031, and 067-330-002 from the Washington Specific Plan area to avoid conflicting development standards. This would mean removing the Planned Development overlay (PD 43), which was the original implementation mechanism for the Washington Specific Plan, from the parcels in addition to rezoning them to the new Grand Gateway Zoning District. The Washington Specific Plan update is nearing the public review phase and is proposed to be similarly updated.
General Plan Consistency
In accordance with Section 17.44.080 of the Municipal Code and State land use law, zoning code amendments must be consistent with the General Plan. The proposed Grand Gateway Zoning District aims to be consistent with Goal LU-5 of General Plan 2035. Goal LU-5 promotes the development of unique higher-density and intensity of mixed-use district and corridors that provide civic and cultural activities; include a range of residential, retail, and employment uses; and serve as both visitor destinations and places of commerce. The Grand Gateway Zoning District also meets several land use policies specifically associated with the Central Business District (CBD) Land Use Designation including, but not limited to, LU-5.8 (City Center – encourage the development of compatible and complementary uses residential, retail, and employment uses), LU-5.9 (Connected CBD – enhance linkages between the CBD and Sacramento River and increase street and pedestrian connectivity with surrounding neighborhoods and district), and LU 5.10 (Visually Upgrade CBD – continue to take the lead in upgrading the visual quality of the streets in the CBD and strive to minimize the visual impact of automobiles in all new developments in the CBD).
Environmental Considerations
This project is exempt from CEQA review pursuant to §15183 (Projects Consistent with a Community Plan or Zoning) which allows for a streamlined environmental review process for projects that are consistent with the 802
existing zoning, community plan, or general plan policies for which an EIR was certified. The project is consistent with the development density established by existing zoning, community plan or general plan policies for which an EIR was certified. There are no project specific effects which are peculiar to the project or its site. There are no project specific impacts which the General Plan 2035 Environmental Impact Report (“EIR”) failed to analyze as significant effects. There are no potentially significant off-site and/or cumulative impacts which the General Plan EIR failed to evaluate. There is no substantial new information which results in more severe impacts than anticipated by the General Plan EIR.
Commission Recommendations:
On December 11, 2024, the Planning Commission held a public hearing at a special meeting regarding amendments to Title 17 (Zoning) of the Municipal Code to create the Grand Gateway Zoning District and related actions. The Planning Commission decided to vote 5-1 to adopt Resolution 24-9PC (Attachment 1) recommending that the City Council adopt Ordinance 25-1 amending Title 17 (Zoning) of the Municipal Code regarding creating the Grand Gateway Zoning District and Related Actions.
Strategic Plan Integration
Grand Gateway Development is included as part of multiple City Council Strategic Plan Management Agenda items, including recently in 2023 and 2024. The recommended action will further the City Council’s goal by improving development certainty and simplifying development processes for future Grand Gateway Development.
Alternatives
The City Council’s primary alternatives are summarized below.
1. Adopt Ordinance 25-1 amending Title 17 (Zoning) of the Municipal Code; or
2. Deny adoption of Ordinance 25-1 at this time; and/or
3. Continue the item to a future date and request additional information be provided at that time.
Staff recommends alternative #1. Alternatives 2 and 3 are not recommended as implementation of the Grand Gateway Master Plan has been contemplated for a number of years. The selected development team and the City need to complete negotiations and adopting the recommended actions will help to advance this important project.
Coordination and Review
This report was developed by the Economic Development & Housing Department and the Community Development Department in coordination with the City Attorney.
Budget/Cost Impact
There are no budget impacts associated with the recommended actions. Costs associated with the preparation of the proposed Grand Gateway Zoning District and associated environmental analysis were funded by State grant funds.
ATTACHMENTS
1. Resolution 24-9PC
2. Ordinance 25-1
3. Notice of Exemption
803
RESOLUTION 24-9PC
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO APPROVING PROPOSED AMENDMENTS TO TITLE 17 (ZONING) OF THE MUNICIPAL
CODE TO CREATE THE GRAND GATEWAY ZONING DISTRICT AND RELATED ACTIONS WHEREAS, the City of West Sacramento desires to promote and protect the public health, safety, comfort, convenience, and general welfare; to provide a plan for sound and orderly development, and to ensure social and economic stability through adoption of a Zoning Code; and
WHEREAS, on June 19, 2013, the City of West Sacramento Council adopted Resolution 13-6 approving the Grand Gateway Master Plan to guide infill, transit-oriented development standards for publicly owned properties located at the convergence of multiple planning areas; and
WHEREAS, the City of West Sacramento has implemented the Grand Gateway Master Plan through the completion of pedestrian, cycling, and transit improvements and disposition of City-owned properties located on Delta Lane for the development of the West Gateway Place affordable housing projects; and
WHEREAS, the City of West Sacramento expanded the Grand Gateway development opportunity area through the acquisitions of 817 and 826 West Capitol Avenue; and WHEREAS, since 2016, the City of West Sacramento has adopted a comprehensive update to the General Plan and related planning documents; and WHEREAS, the Central Business District (CBD) Land Use Designation is incorporated in the 2035 General Plan and aims to provide for development of an urban civic and cultural core, including civic uses such as a city hall and public library, as well as restaurants, retail, service, professional offices, multi-family residential, and similar and compatible uses; and WHEREAS, on June 23, 2023, the City of West Sacramento declared the remaining Grand Gateway development opportunity parcels located at 811-826 West Capitol Avenue as exempt surplus land under the California Surplus Lands Act (Cal.Gov. Code§§ 54220 et seq.); and
WHEREAS, in 2021, the City of West Sacramento was awarded a State Housing and Community Development grant from the Regional Early Action Planning program to further streamline the entitlement process resulting in increased housing supply and affordability in the Grand Gateway development opportunity area; and
WHEREAS, on June 5, 2024, the City of West Sacramento contracted AECOM Technical Services, Inc. to create a zoning district and provide environmental technical support to facilitate the entitlement and environmental review process for the Grand Gateway development opportunity area.
WHEREAS, the Grand Gateway Zoning District is predominantly consistent with Central Business District (CBD) Land Use Designation as it promotes land uses aligned with transitoriented development with high-density living and the framework for mixed-use developments, enhancing accessibility and connectivity while fostering a vibrant community atmosphere; and Docusign Envelope ID: 70958C1F-C3C4-4C38-B1B6-3AC8501A956A 804
NOW, THEREFORE, BE IT RESOLVED by the Planning Commission recommends that the City Council take the following action:
1. Find that the project is exempt from the California Environmental Quality Act (“CEQA”) review pursuant to the §15183 (Projects Consistent with a Community Plan or Zoning) of the CEQA Guidelines; and
2. Find that the Grand Gateway Zoning District is consistent with the General Plan required for Zoning Amendments according to the findings provided in Exhibit A; and
3. That the City Council adopt the proposed amendments to Title 17 of the Municipal Code creating the Grand Gateway Zoning District as recommended by the Planning commission.
PASSED AND ADOPTED this 11th day of December, 2024 by the following vote:
AYES: Squires, Linker, Olivarez, Delgado, Wong
NOES: Andersen
ABSENT: Jackson, Sablan
ABSTAIN:
___________
Matthew Delgado, Planning Commission Chairperson
ATTEST:
Seamus Laffey, AICP, Secretary
Docusign Envelope ID: 70958C1F-C3C4-4C38-B1B6-3AC8501A956A 805
Exhibit A
General Plan Consistency Required for Zoning Amendments §17.44.080 The Planning Commission shall not recommend, and the City Council shall not approve a Zoning Amendment unless the proposed amendment is found to be consistent with the General Plan.
Consistency Findings: The proposed Grand Gateway Zoning District is found to be consistent with Goal LU-5 of General Plan 2035. Goal LU-5 promotes the development of unique higherdensity and intensity of mixed-use district and corridors that provide civic and cultural activities; include a range of residential, retail, and employment uses; and serve as both visitor destinations and places of commerce. The Grand Gateway Zoning District also meets several land use policies specifically associated with the Central Business District (CBD) Land Use Designation including, but not limited to, LU-5.8 (City Center – continue to encourage civic, educational, and other public uses to locate within the CBD to expand the role of the CBD as the government can civic center of the city and encourage the development of compatible and complementary uses residential, retail, and employment uses), LU-5.9 (Connected CBD – enhance linkages between the CBD and Sacramento River and increase street and pedestrian connectivity with surrounding neighborhoods and district), and LU 5.10 (Visually Upgrade CBD – continue to take the lead in upgrading the visual quality of the streets in the CBD and strive to minimize the visual impact of automobiles in all new developments in the CBD).
Docusign Envelope ID: 70958C1F-C3C4-4C38-B1B6-3AC8501A956A 806
ORDINANCE 25-1
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF WEST SACRAMENTO
AMENDING TITLE 17 OF THE WEST SACRAMENTO MUNICIPAL CODE TO CREATE
THE GRAND GATEWAY ZONING DISTRICT AND RELATED ACTIONS
The City Council of the City of West Sacramento does ordain as follows:
Section 1. Purpose and Authority. The purpose of this Ordinance is to make amendments to Title 17 (Zoning) including the following: This item is a public hearing regarding proposed amendments to Title 17 (Zoning) of the Municpal Code. The proposed amendments replaces the existing Grand Gateway Overlay Zone reserved as Chapter 17.16 with the provisions proposed for the Grand Gateway Zoning District.
Section 2. General Plan Consistency. The City Council finds that the Grand Gateway Zoning District is consistent with the General Plan Central Business District (CBD) Land Use Designation as it promotes the development of unique higher-density and intensity of a mixeduse district and corridor that provides civic and cultural activities; include a range of residential, retail, and employment uses.
Section 3. Amends. The following sections of the West Sacramento Municipal Code are hereby deleted from the Municipal Code:
Chapter 17.16 Grand Gateway Overlay Zone
17.16.010 Purpose
The purpose of this Chapter is to identify the applicability of the West Sacramento Grand Gateway Master Plan.
17.16.020 Applicability
The West Sacramento Grand Gateway Master Planning Document applies to all use and development of properties within the boundaries of the Grand Gateway Master Planning Area.
17.16.030 West Sacramento Grand Gateway Master Plan
All development within the GG Overlay Zone shall be consistent with the goals, objectives, and design requirements of the West Sacramento Grand Gateway Master Plan.
Chapter 17.16 is hereby amended to read:
Chapter 17.16 Grand Gateway Zone
17.16.010 Purpose and Applicability
The GG Zone is intended to provide areas for mixed-use development that creates a prominent gateway to West Sacramento’s downtown and civic center areas, and a complementary transition to the urban development in neighboring districts. This Zone allows both high-density residential and complementary commercial such as retail, commercial services, and hospitality, though the emphasis in this district is on multi-unit housing. This Zone implements the Central Business District General Plan Land Use Designation.
807
Ordinance 25-1
17.16.020 Land Use Regulations
Table 17.09.020, Land Use Regulations – Grand Gateway Zone, sets the land use regulations for the Grand Gateway Zone. Land uses are defined in Chapter 17.50, Use Classifications. In cases where a specific land use or activity is not defined, the Director shall assign the land use or activity to a classification that is substantially similar in character. Land uses not listed in the table and not substantially like the uses below may be allowed pursuant to Conditional Use Permit approval. Section numbers in the right-hand column refer to other sections of the Title that provide additional standards.
TABLE 17.16.020: LAND USE REGULATIONS – GRAND GATEWAY ZONE “P” = Permitted Use; “M” = Minor Use Permit required;
“C” = Conditional Use Permit required; “–” Use not allowed.
Use Classification GG Additional Regulations
Residential Uses
Residential Housing Type See subclassifications below
Single-Unit Dwelling, Attached C
Single-Unit Dwelling, Detached –
Two-Unit Dwelling C
Multi-Unit Residential P
Accessory Dwelling Units P See §17.30.040,
Accessory Dwelling Units
Family Day Care See subclassifications below
Small –
Large M
Residential Facility, Assisted Living C
Single-Room Occupancy – See §17.30.200,
Single-Room Occupancy
Supportive Housing
Transitional Housing
Transitional and supportive housing constitute
a residential use and are subject only to those
restrictions that apply to other residential uses
of the same type in the same zone.
Public/Semi-Public Uses
Campground –
Colleges and Trade Schools P
Community Assembly P
Cultural Institutions P
Day Care Centers M
Government Offices P
Hospitals and Clinics See subclassifications below
Clinic C
Hospitals C
Skilled Nursing Facility –
Instructional Services P
Park and Recreation Facilities P
Parking Lots and Structures C
Schools (TK-12) C
Social Service Facilities –
M
Not allowed as primary
use.
MUP required when
ancillary to housing.
Tutoring Facilities P
Commercial Uses
808
Ordinance 25-1
TABLE 17.16.020: LAND USE REGULATIONS – GRAND GATEWAY ZONE “P” = Permitted Use; “M” = Minor Use Permit required;
“C” = Conditional Use Permit required; “–” Use not allowed.
Use Classification GG Additional Regulations
Adult Entertainment – See §17.30.050,
Adult Entertainment Uses
Animal Care, Sales, and Services See subclassifications below Animal Sales and Grooming P
Veterinary Services P
Automobile/Vehicle Sales and Services See subclassifications below Automobile Rentals –
Automobile Repair, Major –
Automobile Repair, Minor –
Automobile/Vehicle Sales and Leasing –
Fueling Stations –
Large Vehicle and Equipment Sales,
Services and Rental
–
Towing and Impound –
Washing –
See §17.30.070,
Automobile/Vehicle Sales
and Services
Banks and Financial Institutions P
Business Services P
Commercial Entertainment and Recreation See subclassifications below Cinema/Theaters P
Indoor Sports and Recreation P
Outdoor Entertainment –
Outdoor Sports and Recreation –
Drive-Through Facility – See §17.30.090, DriveThrough Facility Eating and Drinking Establishments See subclassifications below Bars/Night Clubs/Lounges M
Restaurants P
See §17.30.160,
Outdoor Dining and
Seating
Farmer’s Markets P See §17.30.110,
Farmer’s Markets
Food Preparation –
Funeral Parlors and Interment Services –
Hotels P
Maintenance and Repair Services –
Mobile Vendor See §17.30.140, Mobile Vending
Nurseries and Garden Center –
Offices See subclassifications below
Business, Professional, and Technology P
Medical and Dental P
Personal Services See subclassifications below
General Personal Services P
Fortunetelling –
Massage Establishments – Not allowed as
primary use. P as
ancillary to Hotel
Tattoo or Body Modification Parlor –
See §17.30.170,
Personal Services
Retail Sales See subclassifications below
Building Materials Sales and Services -
809
Ordinance 25-1
TABLE 17.16.020: LAND USE REGULATIONS – GRAND GATEWAY ZONE “P” = Permitted Use; “M” = Minor Use Permit required;
“C” = Conditional Use Permit required; “–” Use not allowed.
Use Classification GG Additional Regulations
Convenience Markets P
Liquor Sales – Primary use C
Liquor Sales – Accessory use
(building less than 10,000 square feet)
C
Liquor Sales – Accessory use
(building more than 10,000 square feet)
P
Food and Beverage Sales P
General Retail P
Secondhand Store –
Industrial Uses
Custom and Artisan Manufacturing M
Food/Beverage Manufacturing, Small-scale M
Transportation, Communication, and Utility Uses
Airports and Heliports –
Communication Facilities See §17.30.240, Wireless Telecommunication Facilities
Docking Facilities –
Light Fleet-Based Services –
Marinas –
Recycling Facilities – See §17.30.190,
Recycling Facilities
Agricultural and Extractive Uses
Urban Agriculture See subclassifications below
Community Garden P
Market Garden (less than 1 acre) P
Market Garden (1 acre or more) C
Private Garden P
See §17.30.230,
Urban Agriculture
Other Uses
Accessory Uses and Structures See §17.30.030, Accessory Uses, and §17.22.020, Accessory Buildings and
Structures
Home Occupations See §17.30.120, Home Occupations
Nonconforming Use See §17.26, Nonconforming Uses, Structures, and Lots
Outdoor Dining and Seating See §17.30.160, Outdoor Dining and Seating Outdoor Display and Sales See §17.30.150, Outdoor Display and Sales Recharging Stations See §17.30.180, Recharging Stations Solar Energy Systems See §17.30.210, Solar Energy Systems Temporary Uses See §17.30.220, Temporary Uses
Interim Uses See §17.38, Interim Uses
17.16.030 Development Standards
Table 17.16.030 – Development Standards – Grand Gateway Zone, prescribes the development standards for the Grand Gateway Zone. Additional regulations are denoted in the right-hand column. Section numbers in this table refer to other sections of this Title that provide additional standards.
810
Ordinance 25-1
TABLE 17.16.030: DEVELOPMENT STANDARDS – GRAND GATEWAY ZONE General Plan Designation CBD
Density
Density (units/acre) (gross)
Minimum 30 (A)
Maximum 60 (A)
Building Form and Location
Maximum Building Height 90 feet, as
measured vertically
from the finished
grade to the plane
of the highest point
at the top of the
roof
Height limit does not
apply to mechanical
equipment, enclosed
space related to
recreational use of the
roof area, screening,
ornamental or symbolic
features, lattices or
sunshades or landscaping
associated with
recreational use of the
roof area, flag poles, or
similar features – with all
of the exempted features
limited to no more than 10
feet in height.
Floor Area Ratio (FAR) (gross)
Minimum 0.75 For reference, see also
California Public
Resources Code Section
21094.5.
Maximum 3.0 Maximum FAR calculation
does not include square
footage of parking
structures.
Minimum Setbacks (feet)
Front 0 (B)
Side 0 (B)
Rear 0
Alley 0
See §17.22.050,
Encroachments into
Required Setbacks
Open Space
Minimum Open Space
(square feet per residential unit)
75 (>50% Common)
See §17.22.090,
Open Space
(A) Density. Residential development that is part of a mixed-use building or project shall comply with the allowed floor area ratio (FAR) range and is not subject to the allowed density (units/acre) range. Standalone residential development shall comply with the allowed density (units/acre) range.
1. Projects involving multiple parcels. Projects involving multiple parcels may exceed the maximum FAR for individual parcels so long as none of the individual parcels would be below the minimum FAR and so long as the total project FAR does not exceed the maximum FAR.
811
Ordinance 25-1
(B) Building Location. The following building location requirements shall apply:
1. Maximum Setback. Buildings directly adjacent to a public street right-of-way shall be placed within 75 feet of the edge of the public street right-of-way.
2. Residential Units. Ground floor residential units shall have street-adjacent setbacks of a minimum of 5 feet.
3. Frontage Improvements. The area between buildings and property lines adjacent to public streets shall be improved as part of a wider sidewalk, as outdoor dining/seating area, plaza, pedestrian amenities, or with maintained landscaping. (C) Limitations on Location of Parking. Off-street parking spaces, if provided, shall be located primarily at the rear of the property, to the side of buildings, interior to buildings, or in structures; no more than 10 percent of surface parking provided shall be constructed within 75 feet of the property line for property lines that are adjacent to a public street right-of-way.
17.09.040 Supplemental Regulations
(A) Building Transparency/Required Openings. Exterior walls facing a public street right-ofway shall include windows, doors, or other openings for at least 50 percent of the building wall area located between two and one-half and seven feet above the level of the sidewalk.
Such walls may run in a continuous plane for no more than 30 feet without an opening.
1. Design of Openings. Openings fulfilling this requirement shall have transparent glazing and provide views into work areas, display areas, sales areas, lobbies, or similar active spaces, or into window displays that are at least three feet deep.
2. Exceptions for Parking Garages. Multi-level garages are not required to meet the Building Transparency/Required Openings requirement.
3. Modifications for Residential Units and Hotels. Ground floor residential units and hotels shall have a reduced Building Transparency/Required Openings requirement – at least 30 percent of the building wall area located between the floor and ceiling of the first habitable story shall include windows, doors, or other openings. Walls may run in a continuous plane for no more than 10 feet without an opening.
4. Reductions. The building transparency requirement may be reduced or waived by the Community Development Director or Designee upon finding that:
a. The proposed use has unique operational characteristics with which providing the required windows and opens is incompatible, and
b. Street-facing building walls will exhibit architectural relief and detail and will be enhanced with landscaping in such a way as to create visual interest at the pedestrian level.
Figure 17.16.040.A: Building Transparency/Required Openings (existing Figure 17.09.040.A)
812
Ordinance 25-1
(B) Façade Articulation. Street-facing façades over 50 feet in width shall incorporate at least two of the following features:
1. Windows are recessed by at least four inches from surrounding exterior wall surfaces, as measured from window frame to finished exterior wall.
2. A minimum of 25 percent of the façade, including all building levels, is offset at a depth of at least two feet from the remainder of the façade.
3. The façade includes at least one projection or recess of at least four feet in depth, or two projections or recesses at least two feet in depth at an interval of no more than 50 horizontal feet. For a building with two or more stories, the projection or recess must be present on at least two stories.
4. A vertical feature such as a pilaster is provided of at least 12 inches in both width and depth that extends the full height of the façade at an interval of no more than 50 feet horizontal feet.
5. For buildings of at least three stories, the ground level of the building is distinguished from upper levels by a change in building material that is distinct from the remainder of the façade, along with a change in plane of at least one inch in depth at the transition between the materials.
6. For buildings of at least three stories, the top floor of the building is distinguished from lower levels by a change in façade materials, along with a change in plane at least one inch in depth at the transition between the two materials.
7. The façade includes a horizontal design feature such as a water table, belt course, or bellyband, applied to the transition between the ground floor and upper floors. (C) Façade length. Street-facing façades shall not exceed 150 feet in length before a minimum façade break of at least 8 feet in width and at least 4 feet in depth, open to the sky. (D) Windows. Buildings shall be designed and oriented to minimize the visual intrusion into adjoining residential properties. Window, balcony, and deck locations shall be directed away from window areas of adjoining residences (on-site or off-site). (E) Building Entrances. The primary building entrance shall face a public sidewalk.
1. Elevation. Entrances shall be at or within one vertical foot of the sidewalk elevation for all non-residential and residential common spaces. Ground floor residential uses with individual entrances to the dwelling units from a sidewalk (i.e. without a common entrance) shall either (1) be elevated a minimum of three feet above sidewalk elevation or (2) shall have the entrance set back from the edge of the sidewalk by at least six feet with a planting strip abutting the sidewalk of at least three feet in width and two feet in depth.
2. Corners. Entrances located at corners shall have a distinct architectural treatment to animate the intersection and facilitate pedestrian flow around the corner. Different treatments may include angled or rounded corners, arches, and other architectural elements.
3. Connections. All building and dwelling units located in the interior of a site shall have entrances from a pedestrian walkway that is designed as an extension of the public sidewalk and connect to a public sidewalk.
813
Ordinance 25-1
Figure 17.16.040.D: Building Entrances
(existing Figure 17.09.040.D)
(F) Ground Floor Dimensions. Buildings shall meet the following dimensions for ground floor frontages depending on use.
1. Non-residential and residential common spaces. Ground floor spaces shall have a minimum height of 15 feet, measured floor-to-floor, and a minimum depth of 35 feet, measured wall-to-wall.
2. Residential units. Ground floor units shall have a minimum height 10 feet, measured floor-to-floor.
(G) Exterior Building Materials and Colors. A unified palette of quality materials shall be used on all sides of buildings.
1. Allowed Materials. Exterior building materials shall be stone, brick, stucco, concrete block, painted wood clapboard, painted metal clapboard, fiber cement siding, or other quality, durable materials approved by the Community Development Director or Designee. Stucco, when used, shall cover no more than 50 percent of the front façade of the ground floor.
(H) Pedestrian Access. On-site pedestrian circulation and access shall be provided according to the following standards.
1. Internal Connections. A system of pedestrian walkways shall connect all buildings on a site to each other, to on-site automobile and bicycle parking areas, and to any on-site open space areas or amenities.
2. To Circulation Network. Regular connections between onsite walkways and the public sidewalk and other pedestrian routes or trails shall be provided. On-site walkways shall connect the primary building entry or entries to a public sidewalk on each street frontage.
3. Pedestrian Walkway Design. Walkways shall be a minimum of six feet wide, shall be hard-surfaced, and paved with concrete, stone, tile, brick, or comparable material. a. Where a required walkway is parallel and adjacent to a vehicular travel lane, it shall be raised or separated from the vehicular travel lane by a raised crosswalk, a different paving material, or similar method.
b. Where a required walkway is parallel and adjacent to a vehicular travel lane, it shall be raised or separated from the vehicular travel lane by a raised curb at least four inches high, bollards, or other physical barrier.
(I) Vehicle Access.
1. Frontage. Driveways shall not be located on primary frontages where access from secondary frontages is possible.
814
Ordinance 25-1
2. Location. Driveways shall be located at least 10 feet from primary building entrances and at least 20 feet from an intersection curb return or pedestrian cross walk.
3. Dimensions. Each driveway and curb cut shall be a maximum of two lanes and 20 feet in width, unless the Community Development Director or Designee determines that a width of up to 24 feet is reasonable for visibility or other public safety reasons due to a lack of design alternatives or the presence of special conditions, such as unique site geometry.
(J) Private Open Space. Private Open Space shall have direct access from the associated residential unit.
1. Dimensions. Private Open Space shall have a minimum dimension of 5 feet in each direction and a minimum area of 40 square feet.
2. Setbacks. Private Open Space may be located in a required setback. (K) Common Open Space. Common Open Space shall be accessible to all tenants of a building and as an option may also be open to the general public.
1. Dimensions. Common Open Space shall have a minimum dimension of 15 feet in each direction and a minimum area of 400 square feet.
2. Distribution. A minimum of 50% of the Minimum Open Space shall be Common Open Space.
(L) Metal Storage Containers. Metal storage containers shall not be used as permanent storage; they may be allowed on a temporary basis in connection with a valid building permit.
Section 3. Severability. If any provision of this chapter, or the application of any such provision to any person or circumstance shall be held invalid, the remainder of this chapter, to the extent it can be given effect, or the application of those provisions to persons or circumstances other than those as to which it is held invalid, shall not be affected thereby, and to this end the provisions of this chapter are severable.
Section 4. Effective Date and Publication. This ordinance shall take effect 30 days after its adoption, and pursuant to Resolution 99-46 was published in summary format prior to adoption, and a summary will be published within 15 days after adoption in a paper of general circulation published and circulated within the City of West Sacramento.
PASSED AND ADOPTED by the City Council of the City of West Sacramento this 15th day of January, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Martha Guerrero, Mayor
815
Ordinance 25-1
ATTEST: Approved as to form:
Jennifer Cusmir, City Clerk Jeffrey Mitchell, City Attorney CODIFY UNCODIFY __________
816
Notice of Exemption Appendix E
Revised 2011
To: Office of Planning and Research
P.O. Box 3044, Room 113
Sacramento, CA 95812-3044
County Clerk
County of: __________________
___________________________
___________________________
From: (Public Agency): ____________________________
_______________________________________________
_______________________________________________
(Address)
Project Title: ____________________________________________________________________________ Project Applicant: ________________________________________________________________________ Project Location - Specific:
Project Location - City: ______________________ Project Location - County: _____________________ Description of Nature, Purpose and Beneficiaries of Project:
Name of Public Agency Approving Project: _____________________________________________________ Name of Person or Agency Carrying Out Project: ________________________________________________ Exempt Status: (check one):
Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Categorical Exemption. State type and section number: ____________________________________ Statutory Exemptions. State code number: ______________________________________________ Reasons why project is exempt:
Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ____________________________ Date: ______________ Title: _______________________ Signed by Lead Agency Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR: _______________ Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.
817
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 19, 2025 ITEM # 10
SUBJECT:
CONSIDERATION OF RESOLUTIONS 25-27 AND 25-28 DELEGATING AUTHORITY TO THE CITY MANAGER TO ACQUIRE 1841 WEST CAPITOL AVENUE (APN 067-270-043) INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Traci Michel, Director
Economic Development and Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The purpose of this report is to facilitate City Council consideration of Resolutions 25-27 and 25-28 which appropriate funds and authorize the City Manager to acquire property (1841 West Capitol Avenue) for future City use.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1. Find that the acquisition of property located at 1841 West Capitol Avenue is exempt from California Environmental Quality Act (CEQA) analysis in accordance with subdivision (b) of Section 21152 of the Public Resources Code;
2. Adopt Resolution 25-27 (Attachment 1) establishing a budget appropriation of $2,575,000 from Measure G funds to cover initial acquisition costs; and
3. Adopt Resolution 25-28 (Attachment 2) delegating authority to the City Manager to take any and all actions necessary to complete the city’s acquisition of Properties.
BACKGROUND
In 2024, City staff was approached by Westwood Motel LLC, owner of the Westwood Motel located at 1841 West Capitol Avenue. The owner expressed an interest in selling the property to the City.
At that time, the City was in the process of purchasing the adjacent two motel properties, which was funded in part with the State’s Behavioral Health Bridge Housing (BHBH) Program funding awarded by Yolo County. The BHBH Program supports people experiencing unsheltered homelessness who also have behavioral health conditions, that prevent them from accessing help and moving out of homelessness. The City received ~$2.7 million for acquiring the properties to provide expanded interim housing, related housing improvements and operations costs for supporting participants’ housing stability, retention, and wellness.
Acquiring the Westwood Motel property will help to leverage these funds to further expand and consolidate the City’s emergency homeless housing program. This consolidation will also create efficiencies with service providers and security for the properties and program participants. Additionally, when combined with the recently purchased Pick Wick and El Tejon properties, acquisition of the Westwood Motel will provide the City with four contiguous parcels of ~3 acres to accommodate the City’s current Emergency Housing Program services for a number of years, and a new, future Police facility (Attachment 3).
ANALYSIS
The City currently operates two homeless emergency housing programs at the Rodeway Inn located at 817 West Capitol Avenue (Homekey Program) and the Flamingo located at 920 West Capitol Avenue. Staff anticipates that homeless emergency housing operations at one or both sites may need to be relocated as early as January 2026 to prepare for the Grand Gateway Master Plan implementation.
Renovations are currently underway at the Pick Wick and El Tejon properties and work is anticipated to be completed in Summer 2025. The offering of the Westwood Motel property is timely as the property can easily be integrated into the planning, design and improvements underway at the adjacent properties to help create an expanded and efficient campus for the City’s homeless emergency housing program, while longer-term plans for a new Police facility commence.
818
Consideration of Resolutions 25-27 and 25-28- Westwood Motel Property February 19, 2025
A summary of the Westwood Motel LLC offer and property information is included below:
Westwood Motel Property
Address:
APNs:
Parcel Size:
Sale Price:
# Rooms:
1841 West Capitol Ave.
067-270-043
.6271 acres
$2,500,000
20 Staff is proposing to use Measure G funds for the acquisition costs. Measure G fund balances are available in multiple CIPs and/or previously appropriated actions that are either ready for close-out or are no longer needed.
When combined, there is sufficient funding to cover the initial acquisition costs.
In addition to acquisition costs, some building rehabilitation work will be required. A combination of existing ARP, CDBG and/or Measure E funding may be used to cover property improvement costs, along with ongoing operations. Staff anticipates that once the property is acquired and renovation work is completed, consolidating program participants from the Rodeway Inn and Flamingo properties to the Westwood, El Tejon and Pick Wick motels will maximize cost savings for security, staffing and support services and reduce overall ongoing operation costs.
Environmental Considerations
The proposed property acquisitions are exempt from CEQA analysis in accordance with Senate Bill 91, which was adopted on October 10, 2023, and amends Public Resources Code Section 21152 pertaining to conversion of motels for supportive or transitional housing. Senate Bill 91 exempts projects involving the conversion of hotels into supportive or transitional housing from the California Environmental Quality Act requirements so long as specific requirements are met: (A) It does not result in the expansion of more than 10 percent of the floor area of any individual living unit in the structure; and (B) It does not result in any significant effects relating to traffic, noise, air quality, or water quality. The purchase of the Westwood Motel will not result in expanding the footprint of the existing buildings, nor will it result in any significant changes related to traffic, noise, air quality or water quality.
Commission Recommendation
Because this item is a real estate negotiation, it was not presented to the Economic Development and Housing Commission.
Strategic Plan Integration
The application aligns with the Council’s Strategic Plan Goals of facilitating housing production and housing options for everyone including the most vulnerable members of society.
Alternatives
Alternatives to the recommended actions for the City Council include:
1. Decline to approve all recommended actions;
2. Direct staff to identify an alternative funding source(s); or
3. Delay all recommended actions to a later date.
Alternatives 1 and 3 are not recommended as the non-binding conditional offer has been accepted below the initial offer and the property will help to leverage existing City resources at adjacent properties. Alternative 2 is not recommended since the intended near- and long-term uses proposed for the properties are aligned with Measure G Real Estate Negotiations and Assembly goals.
Coordination and Review
This report was prepared by the Economic Development and Housing Department and in coordination with Finance Department, City Manager’s Office and the City Attorney.
Budget/Cost Impact
A summary of the acquisition costs for each property is included below:
819
Consideration of Resolutions 25-27 and 25-28- Westwood Motel Property February 19, 2025
Purchase Terms: Westwood
Purchase Price $2,500,000
Deposit $250,000
Est. Closing Costs $75,000
Balance at Closing $2,325,000
Total $2,575,000
Adoption of Resolution 25-27 appropriates $2,575,000 from Measure G funds, with about half coming from existing appropriations from completed projects or otherwise no longer needed for the original purpose, to cover the acquisition cost. Funding to cover ongoing operation costs may include ARP, Measure E, CDBG or other grant funding, if available.
ATTACHMENTS
1. Resolution 25-27
2. Resolution 25-28
3. Location Map
820
Attachment 1
RESOLUTION 25-27
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO ESTABLISHING A BUDGET APPROPRIATION OF UP TO $2.575 MILLION FROM MEASURE G FUNDS FOR ACQUISITION OF PROPERTY LOCATED AT 1841 WEST
CAPITOL AVENUE
WHEREAS, there is an ongoing need to house West Sacramento homeless residents that are being temporarily housed in West Sacramento motels under the Yolo County administered Project RoomKey, which are set to expire in 2025 and 2026; and WHEREAS, property located at 1841 West Capitol Avenue (Westwood Motel) (“Motel Property) was offered to the city by the property owner/seller; and WHEREAS, the Motel Property is located immediately adjacent to two motel properties recently acquired by the City; and
WHEREAS, due to the ongoing need for emergency homeless housing, the Motel Property provides an opportunity for the City to expand and consolidate interim emergency homeless housing and related support programs; and
WHEREAS, sufficient balances exist in Measure G to fund the purchase; and WHEREAS, available Measure G fund balances in multiple CIPs are available and are to be transferred to the Motel Property acquisition; and
WHEREAS, the Measure G Policy prioritizes land acquisition and assembly; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:
1. The City Council hereby approves amendments to the CIP and Operations and Maintenance budget for the 2024-2025 fiscal year as listed below.
SOURCES
$6,649 400-9990-5530/400-11017-5800 CIP 11017Pioneer Bluff $1,031,259 400-9990-5530/400-11207-5800 CIP 52069 Stone Lock $17,892 400-9990-5530/400-61004-5800 CIP 61004 Parks Master Plan $5,541 400-9990-5530/400-62141-5800 CIP Dock Security
$500,000 106-9910-5310 Measure G
$1,013,659 106-0000-3110 Measure G Fund Balance
$1,061,341 106-9020-4990 Transfer in to Measure G
$2,575,000 Total Sources
USES
$6,649 400-9990-5950/400-11017-5950 Tsfr out from 11207 $1,031,259 400-9990-5950/400-11207-5950 Tsfr out from 11207 $17,892 400-9990-5950/400-61004-5950 Tsfr out from 61004 $5,541 400-9990-5950/400-62141-5950 Tsfr out from 62141 $2,575,000 106-9020-5515 Motel Acquisition
$2,575,000 Total Uses
*Note: Interfund Transfers are not included in the total to avoid duplication of costs.
2. The City Council hereby finds that the facts set forth in the recitals to this Resolution are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.
821
Resolution 25-27
3. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED by the West Sacramento City Council this 19th day of February 2025, by the following vote:
AYES:
NOES:
ABSENT:
Martha Guerrero, Mayor
ATTEST:
Jennifer Cusmir, City Clerk
822
RESOLUTION 25-28
RESOLUTION 25-28 OF THE CITY COUNCIL DELEGATING AUTHORITY TO THE CITY MANAGER TO TAKE ANY AND ALL ACTIONS NECESSARY TO COMPLETE THE CITY’S ACQUISITION OF PROPERTIES LOCATED AT 1841 WEST CAPITOL AVENUE WHEREAS, there is an ongoing need to house West Sacramento homeless residents that are being temporarily housed in West Sacramento motels under the Yolo County administered Project RoomKey, which are set to expire in 2025 and 2026; and WHEREAS, property located at 1841 West Capitol Avenue (Westwood Motel) (“Motel Property) was offered to the city by the property owner/seller; and WHEREAS, the Motel Property is located immediately adjacent to two motel properties recently acquired by the City; and
WHEREAS, due to the ongoing need for emergency homeless housing, the Motel Property provides an opportunity for the City to expand and consolidate interim emergency homeless housing and related support programs; and
WHEREAS, the City Manager, under the direction of the City Council, made a non-binding, conditional offer for below the asking price that was accepted by the seller, attached hereto and incorporated herein as Exhibit A; and
NOW, THEREFORE, BE IT RESOLVED that the City of West Sacramento delegates authority to the City Manager to take any and all actions necessary to complete the purchase of the Motel Property from the seller, including but not to:
A. Conduct due diligence on the Property; and
B. Execute a purchase and sale agreement for the Property, subject to the Approval of the City Attorney and the terms and conditions in Exhibit A; and C. Accept the Property.
PASSED AND ADOPTED by the City of West Sacramento on this 19th day of February 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Martha Guerrero, Mayor
ATTEST:
Jennifer Cusmir, City Clerk
Attachment 2
823
Attachment 3
Property Map
Mercy Permanent
Supportive
Housing Project
West Capitol Avenue
Poplar Ave.
Westacre Rd.
Merkley
824
1110 West Capitol Avenue
West Sacramento, CA 95691
(916) 617-4500
www.cityofwestsacramento.org
October 29, 2024
Manoj Patidar, Westwood Motel, LLC
1841 West Capitol Avenue
West Sacramento, CA 95691
RE: NON-BINDING LETTER OF OFFER TO PURCHASE PROPERTY LOCATED AT 1841 WEST CAPITOL AVENUE (“PROPERTY")
Dear Mr. Patidar,
The City of West Sacramento ("City") is intending this letter to be a non-binding Letter of Offer that summarizes the terms and conditions under which the City proposes to purchase the Property. The purchase is subject to the preparation and approval of a mutually acceptable purchase agreement with Westwood Motel, LLC ("Seller") for the Property, and the approval of the City Council prior to execution of the purchase agreement. The general terms and conditions under which the City and Seller would consider entering into a binding purchase and sale agreement are set forth below.
1. Subject Property. 1841 West Capitol Avenue, APN 067-270-043 (Westwood Motel).
2. Purchase Price. Purchase price for the Property is two million five hundred thousand dollars ($2,500,000) (“Purchase Price”). A deposit of two hundred fifty thousand dollars ($250,000) is to be made in accordance with Section 4 below. At closing, a cash payment will be made in the amount of two million two
hundred fifty thousand dollars ($2,250,000).
3. Escrow. Escrow shall be opened no later than three (3) business days after mutual execution of a purchase agreement.
4. Deposit. Within three (3) business days after execution of a purchase agreement by both parties, the City shall deposit two
hundred fifty thousand dollars ($250,000) into an interestbearing escrow account (the "Deposit"). Upon completion of the Due Diligence Period, the Deposit shall become nonrefundable, but applicable to the Purchase Price at Close of Escrow. The Deposit shall be fully refunded at any time prior to the expiration date of the Due Diligence Period or in the event of a Seller default. Notwithstanding anything stated herein to the contrary, if the Close of Escrow does not occur within 30 days after completion of the Due
Diligence Period, for any reason other than a Seller default, Seller shall be entitled to the Deposit totaling $250,000 as a termination fee.
Docusign Envelope ID: 17F0415B-1A72-4A6C-9551-8254FD422007 825
1110 West Capitol Avenue
West Sacramento, CA 95691
(916) 617-4500
www.cityofwestsacramento.org
2 5. Seller's Studies. Within five (5) days after mutual execution of the purchase agreement, Seller agrees to provide to the City (to the extent in Seller’s possession or control) true, correct and complete copies of any plans, surveys, building permits issued in connection with the Property, environmental reports,
surveys, property condition reports, engineering studies, notices from local, state and federal government agencies, leases (including amendments thereto), service and
maintenance agreements and other contracts that will affect the Property after closing, and other documents reasonably requested by the City to assist the City in its feasibility study (collectively, the “Seller Documents”).
6. Conditions. The City's obligation to purchase the Property shall be subject to the following conditions, which must be satisfied or waived on or before ninety (90) days from the date a purchase agreement is executed by both parties ("Due
Diligence Period"), as may be extended as set forth below:
(a) The City's approval of the conditions of title to the Property and issuance at Close of Escrow of a CLTA
policy of title insurance in a form satisfactory to the City. The City will provide the Seller with a written
determination of the acceptability or rejection of title exceptions.
(b) The City's approval of all environmental conditions of the Property, laws affecting the Property, any
existing improvements located on the Property, and
the City's review and approval of any other matters
affecting the Property which the City may deem, in
the City's sole discretion, to be pertinent to the ability of the City to use or develop the Property for the
City's intended use. The City shall be allowed
access to the Property to conduct testing and
investigations, including a Phase I assessment, and
the City shall indemnify the Seller from any loss
resulting from such entry. If the Phase I assessment
study recommends additional Phase II testing of the
Property, Seller agrees to extend the Due Diligence
period to accommodate such testing.
The following additional conditions must also be met:
c) Upon completion of Due Diligence period (or earlier
if desired), Landlord must give tenants at least 30
days’ notice of lease termination and relocation
benefit rights in consultation with the City.
Docusign Envelope ID: 17F0415B-1A72-4A6C-9551-8254FD422007 826
1110 West Capitol Avenue
West Sacramento, CA 95691
(916) 617-4500
www.cityofwestsacramento.org
3 d) Landlord must terminate existing leases by Close of Escrow date.
e) City will prepare relocation agreements for any
long-term tenants. All relocation costs will be
deducted from the Purchase Price (estimated at
$50,000 per unit, not including relocation consultant
costs).
f) City will prepare purchase agreement and loan
documents at no cost to property owner.
g) The Property must be vacant of all tenants at Close
of Escrow, except for long-term tenants as noted
above.
7. Close of Escrow. Close of Escrow shall occur within thirty (30) days after expiration of the Due Diligence Period.
8. Escrow Holder. The parties to mutually select.
9. Closing Costs. Seller shall pay for the CLTA title insurance premium and the City shall pay the cost differential for an ALTA policy.
Escrow fees shall be split 50/50 and all other costs shall be paid as is standard and customary in the County of Yolo, California.
10. Brokerage Fees. The City shall not be required to pay any brokerage fees.
11. Approvals. The form of purchase agreement shall be subject to the approval of the City Council.
12. Expression of Intent. This offer letter shall not constitute a formal and binding agreement. This offer letter reflects the City's and the Seller's present understanding of the terms and conditions of the proposed transaction and the City and Seller expect that the definitive agreement, which is negotiated between the City and the Seller with respect to this transaction, will be generally consistent with the foregoing material business terms. This offer letter shall not create any legal rights or obligations between the City and the Seller. It is intended that all legal rights and obligations between the City and the Seller will come into existence only when a definitive
agreement is signed and delivered by both parties after approval of the City Council.
Docusign Envelope ID: 17F0415B-1A72-4A6C-9551-8254FD422007 827
1110 West Capitol Avenue
West Sacramento, CA 95691
(916) 617-4500
www.cityofwestsacramento.org
4 If the terms contained in the Letter are acceptable, please indicate agreement by signing below.
On behalf of the City, I look forward to hearing from you with regard to this matter.
Best regards,
Aaron Laurel
City Manager
Docusign Envelope ID: 17F0415B-1A72-4A6C-9551-8254FD422007 828
1110 West Capitol Avenue
West Sacramento, CA 95691
(916) 617-4500
www.cityofwestsacramento.org
5 ACKNOWLEDGED AND APPROVED BY
SELLER
By: Westwood Motel, LLC
Name:
Title:
Date:
Docusign Envelope ID: 17F0415B-1A72-4A6C-9551-8254FD422007 Owner
10/30/2024 | 10:18:17 AM PDT
Westwood Motel
829
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 19, 2025 ITEM # 11
SUBJECT:
CONSIDERATION OF RESOLUTION 25-26 DELEGATING AUTHORITY TO THE CITY
MANAGER TO TAKE ANY AND ALL ACTIONS NECESSARY TO COMPLETE A
PASSTHROUGH ACQUISITION AND SALE OF PROPERTY LOCATED AT 641 5TH STREET (APN 010-464-003)
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
David W. Tilley
Principal Community Investment Planner
Economic Development and Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The purpose of this report is to provide sufficient information for City Council consideration of Resolution 25-26 which authorizes the City Manager to take actions necessary to complete a passthrough acquisition and sale of property located at 641 5th Street for an affordable housing project in the Washington District.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1. Find that acquisition of the property at 641 5th Street (“Property”) is exempt from California Environmental Quality Act (CEQA) analysis under the Class 32 (In-fill Development) Categorical Exemption, California Code of Regulations, Title 14, Division 6, Chapter 3, Article 19, Section 15332; and
2. Adopt Resolution 25-26 delegating authority to the City Manager to take any and all actions necessary to complete a passthrough acquisition and sale of the Property.
BACKGROUND
In Fall 2024, Operative, the developer of the recently completed “Huddle on 5th” affordable housing project, notified the City of their interest in developing a new affordable housing project in the Washington District, as well as their success in securing multiple grant awards to support a 100% affordable housing project located at 641 5th Street (APN 010-464-003) (see Attachment 1, Vicinity Map). Grant funding awarded to date includes $2.213 million in IIG grant funds from the State, sixteen project-based vouchers valued at $4.61 million and $450,000 in Permanent Housing Local Allocation funds from Yolo County Housing Authority. Additionally, Operative has multiple pending grant applications, including tax credits and a $800,000 grant from Alta Regional Centers to commit 25% the proposed 36 units for persons with visual impairments. All grant funding received to date is site specific and subject to demonstrating site control.
Operative’s new project would consist of 36 units of new construction rental housing, comprising 35 affordable units and one manager's unit. The design includes 33 two-bedroom units and three one-bedroom units. Eight units will be reserved for individuals with disabilities who are Alta California Regional Center clients, with the potential to increase this to sixteen units pending additional Alta Capital funding. The project will include special accommodations and supportive services for residents who are blind or living with visual impairments.
Operative was in active negotiations with the property owner, Fifth Street JR, LLC. to purchase the property for $975,000. Unfortunately, in late September 2024, Operative lost site control of the property due to failed negotiations with the property owner pertaining to due diligence activities. Grant funding received and anticipated for the project encourages significant upfront due diligence work to avoid project risks later in the process.
Although Operative and the property owner were not able to come to agreeable terms, both parties expressed interest in City participation to help facilitate the project.
This site is identified as a potential affordable housing site in the General Plan Housing Element and Operative has demonstrated a high level of success with receiving and managing grant awards and implementing projects.
Staff has successfully negotiated terms with Operative and the landowner to facilitate Operative’s ultimate purchase of the property. Currently, no City funds are required to complete the acquisition of the property.
ANALYSIS
Affordable housing has long been a priority for the City and the demand for affordable housing remains very high, especially for persons with disabilities. The City has coordinated with the current property owner and 830
Consideration of Resolution 25-26 641 5th St.
February 19, 2025
Operative to facilitate Operative’s acquisition of the property, subject to the terms included in Exhibit A of Resolution 25-26 (Attachment 2) and summarized below:
Purchase Price: $975,000 (to be paid by Operative)
Deposit: $50,000 (to be paid by Operative)
Due Diligence: Initial 90 days, with two additional 60-day extensions, subject to additional deposits “Put” Option: In the event Operative is not able to secure entitlements and/or financing to develop their proposed affordable housing project within two years, the City will purchase the property at 50% of the purchase price ($487,500)
At this time, Operative is not requesting any subsidy from the City to complete the project. The “Put” option is a unique opportunity for the City to help reduce risk for both the current property owner and Operative. In the event Operative is unable to move forward with their proposed project, the City would purchase the property at 50% of the purchase price (equivalent to the value of parkland) and could explore other uses for the site, including soliciting a private development or exploring public uses that could serve as an amenity for the Washington neighborhood. Acquisition of the property by the City, if necessary, would not be triggered for approximately 1-2 years, depending on the length of time needed to secure all entitlements and pursue additional financing.
Approval of Resolution 25-26 directs the City Manager to take any and all actions necessary to complete a passthrough acquisition and sale of the property located at 641 5th Street for an affordable housing project in the Washington District. This includes due diligence, preparing the Purchase and Sale Agreement(s) and recording all documents.
Environmental Considerations
The proposed property acquisition is exempt from CEQA analysis under the Class 32 (In-fill Development) Categorical Exemption, California Code of Regulations, Title 14, Division 6, Chapter 3, Article 19, Section 15332 (see Attachment 3, Notice of Exemption). The purpose of facilitating transfer of the property is for a 36-unit affordable housing project. Additional environmental analysis will be required in the future to support site improvements/uses including NEPA.
Commission Recommendation
N/A
Strategic Plan Integration
The application aligns with the Council’s Strategic Plan Goals of facilitating housing production and housing options for everyone including the most vulnerable members of society.
Alternatives
Alternatives to the recommended actions for the City Council include:
1. Direct staff to renegotiate the terms of a Purchase and Sale Agreement; or
2. Delay recommended actions to a later date.
These alternatives are not recommended as non-binding conditional offers have been accepted by the property owner and Operative to facilitate an affordable housing project, and current County and state grant funding requires this level of site control to maintain grant funding. Additionally, timing is critical as the State Office of Housing and Community Development is requiring proof of site control by the end of February 2025.
Coordination and Review
This report was prepared by the Economic Development and Housing Department in coordination with the Community Development Department, Finance Department, the City Manager’s Office, and the City Attorney.
Budget/Cost Impact
There are no budget impacts to the City at this time. If the City is required to purchase the property, which wouldn’t be triggered for approximately one to two years from now, staff will return to Council with a funding request to complete the transaction. Measure G, Housing Trust Fund, Park Impact Fee or other funds could be considered based on the desired use for the site.
ATTACHMENTS
1. Vicinity Map
2. Resolution 25-26
3. Notice of Exemption
831
Attachment 1
Location/Parcel Map
832
4930-9537-5130.2 007203.012
RESOLUTION 25-26
RESOLUTION 25-26 OF THE CITY COUNCIL DELEGATING AUTHORITY TO THE CITY
MANAGER TO TAKE ANY AND ALL ACTIONS NECESSARY TO COMPLETE A PASSTHROUGH ACQUISITION AND SALE OF PROPERTY LOCATED AT 641 5th STREET (APN 010-464-003)
WHEREAS, there is an ongoing need for affordable housing in West Sacramento and the Sacramento region; and
WHEREAS, a potential sale of the property located at 641 5th Street (Property) was previously negotiated between the property owner Fifth Street Jr LLC (Seller) and Operative Office, Inc. (Operative), but a sale was never completed; WHEREAS, the Property has been offered to the City by the Seller; WHEREAS, Operative, Brinshore Development, L.L.C., and New Hope Community Development Corporation, created a partnership for affordable housing development (Partnership), and
WHEREAS, the Partnership has offered to purchase the Property from the City in a contemporaneous pass-through closing; and
WHEREAS, the Property is identified as a potential affordable housing site in the General Plan Housing Element; and
WHEREAS, the City Manager, under the direction of the City Council, made a nonbinding, conditional offer to the Seller, and accepted a non-binding conditional offer from the Partnership, for the purchase and sale transaction, which offers are attached hereto and incorporated herein as Exhibit A; and
NOW, THEREFORE, BE IT RESOLVED that the City of West Sacramento delegates authority to the City Manager, or designee, to take any and all actions necessary to complete the purchase of the Property from the Seller and sale of the Property to the Partnership, including but not limited to:
A. Conduct due diligence on the Property; and
B. Take all actions and do all things which may be necessary or advisable to effectuate the purposes of this resolution and complete the real property transactions, including negotiating and executing the final purchase and sale agreements for the Property, subject to the approval of the City Attorney upon substantially the same terms and conditions in Exhibit A, and completing a concurrent closing for the purchase and sale of the Property to the Partnership.
PASSED AND ADOPTED by the City of West Sacramento on this 19th day of February 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Martha Guerrero, Mayor
ATTEST:
Jennifer Cusmir, City Clerk
Attachment 2
833
Exhibit A
834
835
836
837
February 3, 2025
Aaron Laurel
City Manager
1110 West Capitol Avenue
West Sacramento, CA 95691
(916) 617-4500
RE: NON-BINDING LETTER OF OFFER TO PURCHASE PROPERTY LOCATED AT 641 5th STREET (“PROPERTY")
Dear Mr. Laurel:
Operative Office, Inc., Brinshore Development, L.L.C. and New Hope Community Development Corporation (collectively, "Buyer") are intending this letter to be a non-binding Letter of Offer that summarizes the terms and conditions under which the Buyer proposes to purchase the Property. The sale is subject to the City of West Sacramento (“Seller”) successfully negotiating the purchase of the Property from the current property owner (“Current Owner”), the concurrent preparation and approval of a mutually acceptable purchase and sale agreement or option agreement between the Buyer and Seller for the Property, and the approval of the City Council prior to execution of the purchase and sale agreement or option agreement. The general terms and conditions under which the Buyer and Seller would consider entering into a binding purchase and sale agreement or option agreement are set forth below.
1. Subject Property. 641 5th Street, APN 010-046-003-000.
2. Purchase Price. Purchase price for the Property is nine hundred seventyfive thousand dollars ($975,000) (“Purchase Price”). A deposit of fifty thousand dollars ($50,000) is to be made in accordance with Section 4 below. At closing, a cash
payment will be made in the amount of nine hundred
twenty-five thousand dollars ($925,000).
3. Escrow. Escrow shall be opened no later than three (3) business days after mutual execution of a purchase and sale
agreement or option agreement.
4. Deposit. Within three (3) business days after execution of a purchase and sale agreement or option agreement by both parties, the Buyer shall deposit fifty thousand dollars ($50,000) into an interest-bearing escrow account (the
"Deposit"). Upon completion of the Due Diligence Period, the Deposit shall become non-refundable, but applicable to the Purchase Price at Close of Escrow. The Deposit shall be fully refunded at any time prior to the expiration date of the Due Diligence Period or in the event of a Seller default.
In the event NEPA and CEQA Land Use Approvals are not
complete at the expiration of the Due Diligence Period, the Buyer shall have two (2) consecutive options to extend the
838
2 641 5th St. LOI
Due Diligence Period for sixty (60) days each, upon
payment of an extension deposit to escrow of $25,000 for each extension each, an “Extension Deposit”). Half of each Extension Deposit shall be applied to the Purchase Price and shall be fully refundable during the Due Diligence
Period or in the event of a seller default. The other half of each Extension Deposit shall become non-refundable and
shall be immediately released from escrow to Seller.
5. Seller's Studies. Within five (5) days after mutual execution of the purchase and sale agreement or option agreement, Seller agrees to provide to the Buyer (to the extent in Seller’s possession or control) true, correct and complete copies of any plans, surveys, building permits issued in connection with the Property, environmental reports, surveys, property
condition reports, engineering studies, notices from local, state and federal government agencies, leases (including amendments thereto), service and maintenance
agreements and other contracts that will affect the Property after closing, and other documents reasonably requested by the Buyer to assist the Buyer in its feasibility study (collectively, the “Seller Documents”).
6. Conditions. The Buyer's obligation to purchase the Property shall be subject to the following conditions, which must be satisfied or waived on or before ninety (90) days from the date a purchase and sale agreement or option agreement is
executed by both parties ("Due Diligence Period"), as may be extended as set forth in section 6(c) below:
(a) The Buyer's approval of the conditions of title to the Property and issuance at Close of Escrow of a CLTA
policy of title insurance in a form satisfactory to the Buyer. The Buyer will provide the Seller with a written determination of the acceptability or rejection of title exceptions.
(b) The Buyer's approval of all environmental conditions of the Property, laws affecting the Property, any existing improvements located on the Property, and the Buyer's
review and approval of any other matters affecting the
Property which the Buyer may deem, in the Buyer's
sole discretion, to be pertinent to the ability of the
Buyer to use or develop the Property for the Buyer's
intended use. The Buyer shall be allowed access to
the Property to conduct testing and investigations,
including but not limited to a Phase I assessment, and
the Buyer shall indemnify the Seller from any loss
resulting from such entry. If the Phase I assessment
study recommends additional Phase II testing of the
839
3 641 5th St. LOI
Property, Seller agrees to extend the Due Diligence
period to accommodate such testing.
c) NEPA, CEQA and Land Use approvals shall be
complete for Buyer’s proposed project. In the event
NEPA and CEQA Land Use Approvals are not
complete at the expiration of the Due Diligence Period
then the City may extend the Due Diligence Period
twice, for sixty (60) days each, upon payment of the
extension deposit(s) as set forth in Section 4 above.
7. Additional Conditions. The following additional conditions must also be met:
a) Seller will prepare the purchase agreement at no
cost to the Buyer.
8. Close of Escrow. Close of Escrow shall occur within thirty (30) days after expiration of the Due Diligence Period.
9. Escrow Holder. The parties to mutually select.
10. Closing Costs. Seller shall pay for the CLTA title insurance premium and the Buyer shall pay the cost differential for an ALTA policy. Escrow fees shall be split 50/50 and all other
costs shall be paid as is standard and customary in the County of Yolo, California.
11. Brokerage Fees. The Buyer shall not be required to pay any brokerage fees.
12. Approvals. The form of purchase and sale agreement or option agreement shall be subject to the approval of the City
Council.
13. Put Option. Commencing on the date that is one year following Buyer’s acquisition of the property and terminating on
the date that is two years following Buyer’s acquisition of the property, Buyer shall have the option to cause City to purchase the Project from Buyer for a purchase price equal to 50% of the price paid by Buyer to acquire the
property. Such option shall be exercised by Buyer by
providing written notice to City that Buyer is exercising the option. City’s purchase of the property shall close no later than thirty (30) days following receipt of Buyer’s written notice.
14. Expression of Intent. This offer letter shall not constitute a formal and binding agreement. This offer letter reflects the Buyer's and the Seller's present understanding of the terms and
conditions of the proposed transaction, and the Buyer
840
4 641 5th St. LOI
and Seller expect that the definitive agreement, which is negotiated between the Buyer and the Seller with
respect to this transaction, will be generally consistent with the foregoing material business terms. This offer
letter shall not create any legal rights or obligations between the Buyer and the Seller. It is intended that all legal rights and obligations between the Buyer and the
Seller will come into existence only when a definitive
agreement is signed and delivered by both parties after approval of the City Council.
If the terms contained in the Letter are acceptable, please indicate agreement by signing below. On behalf of the Buyer, I look forward to hearing from you regarding this matter.
Best regards,
Emily Ware
Operative Office, Inc.
4801 Frieda Drive
Los Angeles, CA 90065
David Brint
Brinshore Development, L.L.C.
1603 Orrington Ave #450
Evanston, IL 60201
Ian Evans
New Hope Community Development Corporation
147 West Main Street
Woodland, CA 95695
841
5 641 5th St. LOI
ACKNOWLEDGED AND APPROVED
BY SELLER
By: City of West Sacramento
Name: Aaron Laurel
Title: City Manager
Date:
842
Statutory Exemptions. State code number:
_______________________________________________
Print Form
Notice of Exemption Appendix E
To: Office of Planning and Research From: (Public Agency): ____________________________ P.O. Box 3044, Room 113 _______________________________________________ Sacramento, CA 95812-3044 County Clerk
(Address)
___________________________
___________________________
County of: __________________
Project Title: ____________________________________________________________________________ Project Applicant: ________________________________________________________________________ Project Location - Specific:
Project Location - City: ______________________ Project Location - County:
Description of Nature, Purpose and Beneficiaries of Project:
_____________________
Name of Public Agency Approving Project: _____________________________________________________ Name of Person or Agency Carrying Out Project: ________________________________________________ Exempt Status: (check one):
Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Reasons why project is exempt:
Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ____________________________ Date:
Signed by Lead Agency Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR:
Reference: Sections 21108, 21152, and 21152.1, Public Resources Code. _______________
Categorical Exemption. State type and section number: ____________________________________ ______________________________________________
______________ Title: _______________________
843 Revised 2011
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 19, 2025 ITEM # 12
SUBJECT:
CONSIDERATION OF APPROVAL OF CONTRACT WITH ROGER BERRY FOR THE WASHINGTON DISTRICT NEIGHBORHOOD PARK PUBLIC ART ELEMENT (CIP 62142) INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Laurie Ledesma, Program Manager
Economic Development and Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The purpose of this report is to provide City Council with information necessary to consider approval of a Contract to Purchase Artwork with Roger Berry for the purchase and installation of public art for the new Washington District Neighborhood Park.
RECOMMENDED ACTION
Staff respectfully recommends that the Council:
1.) Approve a Contract to Purchase Artwork with Roger Berry for the Washington District Neighborhood Park public art element in an amount not to exceed $100,000;
2.) Authorize the City Manager, or his designee, to execute the contract in the form substantively attached;
3.) Authorize the City Manager or his designee to execute non-substantive changes and modifications to the contract, with approval from the City Attorney; and
4.) Authorize the City Manager, or his designee, to execute amendments to the contract performance schedule or for use of contingency of up to 15% ($15,000) of the value of the contract.
BACKGROUND
On January 17, 2024, the City and Blackpine Development entered into a Development Agreement for the Four40 West Project, which includes design and construction of a new neighborhood park located at the corner of 6th and E streets in the Washington District (Attachment 1). Once complete, the park will be dedicated to the City, including a public art feature that was contemplated by multiple community engagement and planning efforts in the Washington District, including:
Washington Realized – This U.S. Department of Housing and Urban Development-funded Sustainable Community Strategy, approved by the City Council in 2015, provides recommendations for updating the 1996 Washington District Specific Plan. Among other things, the Parks Strategy included in Washington Realized “addresses the important role of art in regeneration of the District art improvements are incorporated as essential features for walkability, identity (placemaking) and security and are integral to the circulation improvements within the Transit Oriented Development Strategy.” Washington District Public Art Implementation Plan (WDAIP) – The WDPAIP was also a grant-funded effort through the National Endowment of the Arts and provides guidance on the requirements, guidelines, goals and policies for the important role of art in the Washington District. The WDPAIP identified public art for Heritage Green Park as a wayfinding beacon that communicates a connection to the rich agricultural heritage of the area.
Washington District Specific Plan Update – The Washington District Specific Plan Update is near complete and incorporates recommendations from the Washington Realized and WDPAIP documents as it relates to public art. Information on the current update effort may be found at: www.planwashington.city.
The WDPAIP identifies three types of public art procurement processes, all of which could be used to procure public art in the Washington District. The three types include:
1. Direct Selection – This involves identifying existing public art for purchase, delivery and installation. This option is the most expedient for procuring public art, provides more budget certainty and has been used for other local public art installations, including the “Baseball Players” piece by Lisa Reinertson located on West Capitol Avenue.
2. Open Calls for Qualifications – This process requests qualifications from artists and upon selection of an artist, development of a custom proposal for the site. This process typically involves a stipend payment 844 Consideration of Public Art Contract with Roger Berry
February 19, 2025
to a shortlist of artists to develop concepts. Upon selection of an artist, a contract, fabrication and funding must be completed. This process can take two+ years to complete and may be more expensive that the direct selection method.
3. Calls for Proposals - This is an open process, requesting proposals from artists at large and typically requires significant upfront staffing and administrative expenses. The WDAIP suggests this approach be used on a limited basis (for larger-scale and more expensive projects) since proposals require a significant time investment for the artist, and experienced, well-qualified artists typically avoid these projects, expecting to be compensated for their design time. Scores of artists may respond, devoting collectively hundreds of hours of unpaid design time, with only one artist receiving the commission.
Based on the scale of the project, available funding and schedule constraints due to the Development Agreement requirements between the City and Blackpine, the Direct Selection procurement process was recommended for this public art project. On April 1, 2024, the City entered into a contract with Shelly L. Willis, LLC for professional art consulting services to assist with the selection and oversight of permitting, delivery and installation of the Washington District neighborhood park art project. Shelly Willis has been working as a public art curator, project manager and planner for over 30 years and has worked on numerous public art installations in West Sacramento.
ANALYSIS
On August 26, 2024, City staff and Shelly Willis presented information to the ACHP Commission on the project, including a recommendation to consider the Direct Selection method for procuring public art, as well as a list of qualified art professionals and their available artwork that would meet the project criteria based on budget, theming, schedule and size. The ACHP Commission supported staff’s recommendation to use the Direct Selection process to procure an art piece for this site. They also prioritized two art selections for further consideration: Roger Berry’s “Hitch” and Lisa Reinertson’s “A Day at the Beach.” For Ms. Reinertson’s work, the Commission requested that her art piece be customized to better reflect the District’s history and art theming as called out in the WDAIP.
On October 28, 2024, Ms. Reinertson presented a proposed custom concept for the project. The Commission recommended her custom piece, if it could be fabricated and installed within budget and on time. It was later discovered that there was a high likelihood of her art piece cracking/breaking during fabrication which could impact design, cost and schedule. Because of this, staff recommends that Council consider the Commission’s alternative preferred art piece by Roger Berry.
Mr. Berry is a local farmer and sculptor in Clarksburg. He began his art career as a boy growing up in Sacramento’s Arden neighborhood, sculpting soapbox racers. After graduating from the University of the Pacific, he moved to San Francisco, initially to become an architect, but then shifted into art, particularly large-scale works. Later, Mr. Berry located in the Delta, landing on a 20-acre Clarksburg vineyard because he loved the barn that is now his workshop. To his surprise, he found farming made him a better sculptor by improving his patience and observation skills. His artwork is dynamic so as you walk around them, they change. He sculpts fluid, circular ribbons and knots out of Cor-Ten steel, a prominent material used in farming equipment and structures, that are sophisticated, memorable and durable. “Hitch” is an art piece that will serve as a wayfinding beacon for the Washington District Neighborhood and is readily available to be shipped and installed as part of the park improvements (Exhibit A to Attachment 2).
Environmental Considerations
On November 16, 2016, the City Council certified the General Plan 2035 Environmental Impact Report (EIR).
The EIR was prepared specifically to allow maximum streamlined review of subsequent projects that are found to be consistent with General Plan 2035 in terms of land use, density, etc. On January 17, 2024, as part of the Blackpine Development Agreement, staff prepared a technical memorandum to fully analyze any potential impacts associated with the Four 40 West project, including the new neighborhood park and public art element, that would be beyond what was contained in the EIR. Based on the analysis presented in the technical memorandum, the proposed project was found to be within the scope of the EIR prepared for the General Plan 2035, and no new or substantially more adverse impacts would occur through implementation of the proposed project. As a result, no new environmental review was required, consistent with State CEQA Guidelines Section 15162 and 15168(c)(2) and a Notice of Determination was filed with the County.
Commission Recommendation
The ACHP Commission reviewed public art options for the new park site on multiple occasions. On August 26, 2024, the Commission considered multiple public art options and prioritized Mr. Berry’s art, along with artist Lisa Reinertson’s art. On October 28, 2024, the Commission recommended selecting Ms. Reinertson’s art, if it could be fabricated, delivered and installed on time and within budget. Additional feedback from Ms. Reinertson 845 Consideration of Public Art Contract with Roger Berry
February 19, 2025
revealed that there was a high likelihood that her art piece could be compromised during the fabrication process, impacting the schedule and budget. Because of this, staff recommends the Commission’s alternative preferred artist and his art piece “Hitch”.
Strategic Plan Integration
Providing public art in the Washington District supports efforts to contribute to the City’s Vision 2022 Principal E:
Creating Vibrant Neighborhoods by creating walkable and secure neighborhoods with adequate circulation and civic improvements. It also supports the Council’s 2018 High Priority Policy Agenda item: Washington District 3rd & C Gateway; as well as the Top Priority Management Agenda item: Washington Specific Plan.
Alternatives
In addition to the recommended action, the Council’s primary alternatives are summarized below:
1. Reject the recommended actions;
2. Defer actions until a later date;
3. Direct staff to alter the project; or
4. Pay the required 1% project art fee to the Public Art Fund in lieu of purchasing art at this time.
These alternatives are not recommended as they would result in project delays and/or limit the ability to add a key public art element to the Washington District Neighborhood Park as identified in multiple adopted plans and implementation documents.
Coordination and Review
This report was coordinated with the Parks and Recreation Department, Capitol Projects Department and the City Manager’s Office.
Budget/Cost Impact
The budget for this project is $100,000. There is sufficient funding in CIP 62142 to cover the public art costs, including purchase, delivery and installation of the art piece.
ATTACHMENTS
1. Project Site Map
2. Contract to Purchase Artwork
846
Project Site Map
Attachment 1
Public Art Location
847
Attachment 2
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
CONTRACT TO PURCHASE ARTWORK
THIS CONTRACT is made on February 19, 2025 by and between the City of West Sacramento (“City”) and Roger Berry (“Artist”).
Roger Berry
37220 South River Road
Clarksburg, CA 95612
WITNESSETH
WHEREAS, the City desires the selection, purchase and placement of artwork (“Work”) to be affixed to footing and installed at the Washington District Neighborhood Park located at the corner of 6th and E Streets in West Sacramento, California ("Site”).
WHEREAS, on August 26, 2024, the City of West Sacramento Arts, Culture, and Historic Preservation Commission (ACHP Commission) supported staff’s recommendation to use the Direct Selection process to procure an art piece for this site.
The ACHP Commission was presented with a list of qualified art professionals and their available artwork that would meet the project criteria based on budget, theming, schedule and size.
WHEREAS, on October 28, 2024 the City of West Sacramento Arts, Culture, and Historic Preservation (ACHP Commission) unanimously voted to recommend that City Council approve a contract for the Work proposed by Artist for acquisition and installation;
NOW THEREFORE, the parties mutually agree as follows:
1. Scope of Work. Subject to the terms and conditions set forth in this Contract, Artist shall:
A. Purchase on Artist's account all labor, supplies, services, materials and equipment required to design and furnish, fabricate, deliver and install the Work to the satisfaction of City and in substantial conformance with Artist's Proposal.
B. Artist shall not commence performance of any of the services identified in section 1.A until receiving a written “Notice to Proceed” from the City for each Phase and Milestone of this project.
2. Payment. City shall pay Artist one hundred thousand dollars ($100,000.00).
Payments to Artist shall be made within 30 days after receipt of Artist’s invoices.
Artist shall be responsible for the cost of supplying all documentation necessary 848
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
to verify the billings to the satisfaction of City. Artist agrees that City has no obligations regarding commissions or any Contracts with galleries or agents with whom Artist may have contracted. City shall not be responsible for paying sales tax. Payments to Artist will be made as follows:
A. Eighty Five thousand dollars ($85,000) upon submission of certificates of insurance acceptable to City, execution of this Contract, and dispatch of Notice to Proceed.
B. Fifteen Thousand dollars ($15,000) upon completion of Phase 1 and 2:
Acceptance of the Work by City, satisfactory completion and submission of the Maintenance Report attached hereto as Exhibit B, submission of 20 high resolution (300 dpi minimum) digital images of completed Work on CD and submission of replacement components for maintenance of Work.
Provided, however, that no payment shall be made if Artist is in default of this Contract or if any milestone or Phase is not completed to the satisfaction of City.
City shall be the sole determiner of when a milestone or Phase has been completed to its satisfaction.
o Time of Performance & Documentation of Work. Time is of the essence in this Contract. Artist shall dedicate such time and effort as is necessary to fulfill Artist's obligations to completely finish and install the Work to the satisfaction of City within the timelines set forth in the Schedule of Performance, attached hereto and incorporated herein by this reference as Exhibit B, except as the Work may be delayed by circumstances described in section 19, below. City shall make its staff and contractors reasonably available to Artist for consultation and assistance in order to achieve the purposes of this Contract. Artist shall provide to the City twenty (20) high resolution (300 dpi minimum) digital images documenting the processes of Work fabrication and installation. Artist shall also provide City with a complete schedule for the maintenance of the Work in the form reflected in Exhibit C hereto.
4. Artist Warranties.
A. Restoration of Work Site. Artist agrees and warrants that, within 30 days after the Work is accepted by the City, Artist shall restore the Work site (including the entire area affected by the fabrication and installation of the Work) to a state and condition that is substantially similar to that which existed when the Work was begun. Artist further agrees and warrants that, within the period specified herein, Artist shall repair or replace, as is determined necessary by City, and to the reasonable satisfaction of City, all property (real, personal or otherwise), which has been damaged, injured or otherwise adversely affected by the acts or omissions of Artist, Artist’s agents, contractors, or employees. Artist shall be solely responsible for all 849
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
expenses and costs which may be necessary to comply with the requirements of this paragraph, and City shall have no responsibility or liability therefore.
B. Originality of Work. Artist warrants that the Work is original and is solely the product of Artist’s own creative efforts and does not infringe the rights of any person or entity. Artist also warrants that, unless otherwise provided in an amendment to this Contract, the Work is original, that it is an edition of one (1), and that Artist shall not sell, license, perform or reproduce a substantially similar copy of the Work without the prior written consent of City. However, nothing contained herein shall prevent the Artist from creating future works in the Artist's style and manner of working.
C. Work Free from Defects. Artist shall warrant and maintain the Work free from all faults or defects related to material or workmanship for a period of two years after the Work is accepted by City.
D. Compliance with all Laws. Artist agrees to fabricate and install the Work in conformance with all applicable laws.
5. Transfer of Title to Work. Title to the Work shall remain with Artist until City has accepted the Work as completed and it is installed to the satisfaction of City.
When City has so certified, title shall transfer to City. Artist shall bear all risk of loss of the Work until title has been transferred to City, and City agrees to inspect Work and accept Work within thirty (30) days of Artist’s notification of completion, unless the provisions of 7.A. or 7.B apply.
6. Performance Made Impossible. In the event it shall become impossible for Artist to complete the Work because of illness, death or injury, this Contract may be terminated at the sole discretion of City, and, in such event, all completed work, materials, and supplies related to the Work shall be delivered to City and shall, along with the Proposal, become City's sole property. City shall thereafter have no obligation to make any additional or further payments to Artist, and Artist shall have no further or additional claims against City with respect to the Work or such portion thereof as may be completed, or the Proposal, or with respect to any matter whatsoever pertaining to, affected by or embodied in this Contract. In the event of such termination, City may take such action as may appear to it appropriate under the circumstances, including, without limitation of the generality of the foregoing, commissioning another artist to complete the Work. In the event that City completes the Work or arranges to have it completed, Artist’s name shall be publicly displayed at, on or near the Work, unless Artist and City mutually agree otherwise.
7. Acceptance of Work. City agrees to accept the completed Work unless:
850
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
A. The Work was not completed in substantial conformance with the Proposal or the specifications, or
B. The Work as completed or any portion thereof does not conform to a reasonable standard of artistic or technical quality. City shall provide its reasons for this finding to Artist in writing no later than ten (10) days after Artist has tendered the Work to the City for City’s acceptance. Where the Artist disputes this finding, the dispute may, if the Parties so agree, be submitted to Arts Arbitration and Mediation Services (“A.A.M.S.”) of California Lawyers for the Arts, Sacramento for resolution and any decision by A.A.M.S. shall be binding upon City and Artist and neither shall have any further recourse or cause of action regarding the matters so resolved.
C. Upon the City’s refusal to accept the Work for the reasons stated in subparagraphs 7.A or 7.B, City shall have the right to: 1) request that Artist correct the deficiencies in the Work within a reasonable time, or 2) terminate this Contract and recover all sums previously paid to Artist. Both remedies shall be independent and cumulative and in addition to any other remedy available to the City at law or equity. Enforcement of one such remedy shall not be exclusive nor shall it be deemed an election of such remedy to the exclusion of any other or further remedy. However, nothing contained herein shall limit City’s available remedies at law and equity.
D. No payments to Artist shall be deemed as a waiver of City’s right to refuse to accept the Work.
8. City Maintenance of Work. City agrees to reasonably ensure that the Work is properly maintained and protected. City agrees that it will not intentionally destroy, damage, alter, modify or change the Work in any way. If an alteration should occur, either intentionally or unintentionally, the Work will no longer be represented as the work of the Artist without his or her written permission. City shall in such case consult with Artist and the parties shall in good faith attempt to agree on a permanent solution in order to preserve the artistic value of the Work. Such solution may involve Artist making author's modifications to the Work or other repairs for a reasonable fee, but nothing herein obligates the City to agree to such modifications or other work or to compensate Artist. This does not preclude the City's right to move or remove the Work from display or deaccession the Work. In the event it becomes necessary to change the placement of the Work, City shall confer with Artist concerning placement.
9. Repair of Work. In the event repair of the Work is required, City may give Artist the opportunity to perform the repairs for a reasonable fee. In the case of disagreement between City and Artist as to what constitutes a reasonable fee, the fee determined by an independent conservator selected by City shall be considered a reasonable fee. In the event Artist refuses to make the repairs for 851
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
such fee, City may arrange for repairs by another qualified person. When emergency repairs are necessary in order to prevent the loss of or further damage to the Work, such repairs shall be undertaken or arranged by City without advance notice to Artist, and such repairs shall not constitute an artistic alteration. City shall thereafter notify Artist as soon as is practicable. Artist has agreed to provide the City with supplies and instructions needed for minor repairs and replacement of reflective material at the time of installation.
10. Work Authorship. Artist shall retain the copyright to the Work and the right to claim authorship of the Work. City shall ensure that Artist’s name is publicly displayed on, at, or near the Work. In the event the Work is substantially damaged or altered, City shall no longer represent the Work to be the Work of Artist if Artist gives written notice to City that Artist denies authorship of the Work on the grounds stated in this paragraph. In the event City disputes the right of Artist to deny authorship, the matter may be submitted to A.A.M.S for mediation or arbitration. If the parties select arbitration, the determination by A.A.M.S shall be binding upon City and Artist and neither shall have any further recourse or cause of action regarding the matters so determined.
11. Artist Payment of Contractors and Employees. In the event Artist hires or contracts with employees, subcontractors, or material suppliers, Artist shall pay these employees, subcontractors, or material suppliers out of the payments made to Artist by City for completion of the phase of work for which the employees, subcontractors, or material suppliers provided labor or materials and provide proof of payment to the City and lien releases, as City deems appropriate, prior to completion of the next phase of work. In the case of nonpayment of wages or other amounts due the employees, subcontractors, or material suppliers herein, City may withhold from Artist out of payments due a sum sufficient to pay such persons the amounts owed by Artist absent evidence satisfactory to the City of a legal basis for such nonpayment. All subcontractors engaged by Artist in the territory of California shall be properly licensed pursuant to the Contractors State License Law (Business and Professions Code sections 7000 et seq.). Before performing any work, each subcontractor shall provide to the City and Artist evidence that the subcontractor has workers’ compensation insurance coverage if this insurance is required by state law.
12. Indemnity. Artist shall defend, hold harmless and indemnify City, its officers and employees, and each and every one of them, from and against any and all claims, actions, damages, costs, liabilities, demands, losses, judgments, penalties and expenses of every type and description including, but not limited to, any fees and/or costs reasonably incurred by City’s attorneys and any fees and expenses incurred in enforcing this provision (hereafter collectively referred to as “Claims”), including but not limited to Claims arising from personal injury or death, damage to personal, real or intellectual property or the environment, contractual or other economic damages, or regulatory penalties, that arise out of, pertain to or relate to any 852
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
negligent act or omission, recklessness or willful misconduct of Artist, its subcontractors or agents, and their respective officers and employees, in connection with performance of or failure to perform this Contract, whether or not such Claims are litigated, settled or reduced to judgment; provided that the foregoing indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, damage or expense to the extent arising from the sole negligence or willful misconduct of City, its subcontractors or agents, and their respective officers and employees. The existence or acceptance by City of any of the insurance policies or coverages described in this Contract shall not affect or limit any of City’s rights under this Section 12, nor shall the limits of such insurance limit the liability of Artist hereunder. The provisions of this Section 12 shall survive any expiration or termination of this Contract.
13. Insurance. During the entire term of this Contract (i.e. until acceptance of the Work by the City), Artist shall maintain the insurance coverage described in this Section
13. Full compensation for all premiums that Artist is required to pay for the insurance coverage described herein is included in the compensation paid to Artist under this Contract. No additional compensation will be provided for Artist’s insurance premiums.
It is understood and agreed by the Artist that its liability to the City shall not in any way be limited to or affected by the amount of insurance coverage required or carried by the Artist in connection with this Contract.
A. Minimum Scope & Limits of Insurance Coverage
(1) Commercial General Liability Insurance, providing coverage at least as broad as ISO CGL Form 00 01 on an occurrence basis for bodily injury, including death, of one or more persons, property damage and personal injury, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide contractual liability and products and completed operations coverage for the term of the policy. (2) Automobile Liability Insurance providing coverage at least as broad as ISO Form CA 00 01 on an occurrence basis for bodily injury, including death, of one or more persons, property damage and personal injury, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide coverage for owned, non-owned and/or hired autos as appropriate to the operations of the Artist.
No automobile liability insurance shall be required if Artist completes the following certification:
853
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
“I certify that a motor vehicle will not be used in the performance of any work or services under this Contract.” ________ (Artist initials)
(3) Workers’ Compensation Insurance with statutory limits, and Employers’ Liability Insurance with limits of not less than one million dollars ($1,000,000). The Worker’s Compensation policy shall include a waiver of subrogation for contracts involving construction or maintenance, or if required by the City by selecting the option below:
____ Workers’ Compensation waiver of subrogation in favor of the City is required for all work performed by the Artist.
____ No Workers’ Compensation insurance shall be required if Artist completes the following certification:
“I certify that my business has no employees, and that I do not employ anyone. I am exempt from the legal requirements to provide Workers' Compensation insurance.” _________ (Artist initials)
(4) Professional Liability Insurance providing coverage on a claims made basis for errors, omissions or malpractice with limits of not less than one million ($1,000,000) dollars if required by the City by selecting the option below:
_____ Professional liability insurance is required and must be continued for at least 4 years following the completion of all Services and Additional Services under this Contract.
B. Additional Insured Coverage
(1) Commercial General Liability Insurance: The City, its officials, employees and volunteers shall be covered by policy terms or endorsement as additional insureds as respects general liability arising out of activities performed by or on behalf of Artist, products and completed operations of Artist, and premises owned, leased or used by Artist. The general liability additional insured endorsement must be signed by an authorized representative of the insurance carrier. If the policy includes a blanket additional insured endorsement or contractual additional insured coverage, the above signature requirement may be fulfilled by submitting that document with a signed declaration page referencing the blanket endorsement or policy form.
854
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
(2) Automobile Liability Insurance: The City, its officials, employees and volunteers shall be covered by policy terms or endorsement as additional insureds as respects auto liability.
C. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
(1) Except for professional liability, Artist’s insurance coverage shall be primary insurance as respects City, its officials, employees and volunteers. Any insurance or self-insurance maintained by City, its officials, employees or volunteers shall be in excess of Artist’s insurance and shall not contribute with it.
(2) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its officials, employees or volunteers. (3) Coverage shall state that Artist’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
(4) City will be provided with thirty (30) days written notice of cancellation or material change in the policy language or terms.
D. Acceptability of Insurance
Insurance shall be placed with insurers with a Bests’ rating of not less than A:V. Self-insured retentions, policy terms or other variations that do not comply with the requirements of this Section 13 must be declared to and approved by the City’s Risk Management Division in writing prior to execution of this Contract.
E. Verification of Coverage
(1) Artist shall furnish City with certificates and required endorsements evidencing the insurance required. The certificates and endorsements shall be forwarded to the City of West Sacramento, City Clerk. Copies of policies shall be delivered to the City on demand. Certificates of insurance shall be signed by an authorized representative of the insurance carrier.
(2) The City may withdraw its offer of contract or terminate this Contract if the certificates of insurance and endorsements required have not been 855
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
provided prior to execution of this Contractor when demanded by City.
The City may withhold payments to Artist and/or terminate the Contract if the insurance is canceled or Artist otherwise ceases to be insured as required herein.
F. Subcontractors
Artist shall require and verify that all subcontractors maintain insurance coverage that meets the minimum scope and limits of insurance coverage specified in subparagraph A, above.
14. Copyright. Artist expressly reserves every right available to Artist at common law or under the Federal Copyright Act to control the making and dissemination of copies or reproduction of the Work except as those rights are limited by this Contract. Artist agrees to give a credit substantially in the following form: "Original owned by the City of West Sacramento" in any public showing of reproductions of the Work. Artist authorizes City and its assigns to make photographs, drawings, and other two-dimensional reproductions of the Work without prior consent of Artist if used solely for non-commercial purposes, advertising, descriptive brochures, and similar purposes. All reproductions by City shall contain a copyright notice substantially in the following form: "©, Artist’s name, date", in such a manner and location as shall comply with the U.S. Copyright laws.
15. Waiver of VARA and CAPA Rights. With the exception of Artist’s rights as to third parties, Artist waives any and all rights Artist may have with respect to the Work under the federal Visual Artists Rights Act of 1990 (17 U.S.C. §§106A and 113(d)), the California Art Preservation Act (Cal. Civil Code §§987 et seq.), and any other local, state, federal or international laws that convey rights of the same nature as those conveyed under 17 U.S.C. §106A, Cal. Civil Code §§987 et seq., or any other type of moral right protecting the integrity of works of art.
16. Location of Work. The final location of the Work shall be determined by the City’s architect or engineer following consultation with Artist.
17. Dispute Resolution. If any dispute is submitted to a third party for resolution, all fees, expenses, and costs connected therewith shall be borne jointly and equally by City and Artist. The previous sentence notwithstanding, each party shall bear their own attorneys’ fees and costs. Each and every obligation under this Contract to submit any matter to a third party for resolution is conditioned upon the foregoing two sentences of this paragraph. If any matter is to be submitted to A.A.M.S, and if at the time such submission is called for, A.A.M.S is not in existence or is not able or willing to provide such resolution service, then the matter shall be submitted for resolution to the American Arbitration Association in accordance with their procedures then in use.
856
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
18. Artist Change of Address. Artist shall notify City in writing of any change of address. Failure to do so shall constitute a waiver of Artist’s rights under this Contract during the time of the omission. Any waiver of a right pursuant to this Contract for failure to maintain Artist's current address may be cured prospectively only by notifying CITY of Artist’s current address. All rights of Artist pursuant to this Contract shall be personal to Artist and shall terminate upon either the legal disability or incompetence of Artist or upon the death of Artist, except as provided Artist under copyright laws.
19. Excuse from Performance. In the event Artist’s performance of any of his obligations or undertakings under this Contract is delayed, interrupted, or prevented by an act of God, unforeseen conditions, unusually severe weather, or occurrences that are beyond the control of either party to this Contract, Artist shall be excused from any further performance for whatever period of time after the occurrence necessary to remedy the effects of that occurrence. Artist shall notify City in writing within ten (10) days after any occurrence described in this section that may delay Artist performance. City shall amend the Schedule when, in its determination, Artist’s performance has been excused, and the delay or interruption has resulted in a material change in the time for performance.
20. Public Lecture. As part of his Contract, Artist will give one public art lecture regarding the Work after the installation of the Work is completed. Arrangements are to be approved in advance by the City of West Sacramento. In case Artist would not be at such time of the public lecture present in California, City shall cover Artist's reasonable travel and accommodation costs.
21. Conceptual Drawing. As part of this Contract, Artist will provide the City of West Sacramento one (1) original conceptual drawing of the proposed artwork.
22. Exhibits. All exhibits referred to herein are attached hereto and are by this reference incorporated as if set forth fully herein.
23. Entire Contract. This document, including all exhibits, contains the entire Contract between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Contract. No alteration to the terms of this Contract shall be valid unless approved in writing by Artist, and by City.
24. Severability. If any portion of this Contractor the application thereof to any person or circumstance shall be held invalid or unenforceable, the remainder of this Contract shall not be affected thereby and shall be enforced to the greatest extent permitted by law.
25. No Waiver. Neither City acceptance of, or payment for, any work performed by Artist, nor any waiver by either party of any default, breach or condition precedent, 857
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
shall be construed as a waiver of any provision of this Contract, nor as a waiver of any other default, breach or condition precedent or any other right hereunder.
26. Choice of Law & Venue. This Contract shall be governed, construed and enforced in accordance with the laws of the State of California. Venue of any litigation arising out of or connected with this Contract shall lie exclusively in the state trial court or Federal District Court located in, or with jurisdiction over, Yolo County in the State of California, and the parties consent to jurisdiction over their persons and over the subject matter of any such litigation in such courts, and consent to service of process issued by such courts.
27. Assignment Prohibited. The expertise and experience of Artist are material considerations for this Contract. Artist shall not assign any right or obligation pursuant to this Contract without the written consent of the City. Any attempted or purported assignment without City’s written consent shall be void and of no effect.
28. Binding Effect. This Contract shall be binding on the heirs, executors, administrators, successors and assigns of the parties, subject to the provisions of Section 27, above.
29. Term & Suspension & Termination.
A. This Contract shall become effective on the date that it is approved by both parties, set forth on the first page of the Contract, and shall continue in effect until both parties have fully performed their respective obligations under this Contract, unless sooner terminated as provided herein.
B. City shall have the right at any time to temporarily suspend Artist’s performance hereunder, in whole or in part, by giving a written notice of suspension to Artist. If City gives such notice of suspension, Artist shall immediately suspend its activities under this Contract, as specified in such notice.
C. City shall have the right to terminate this Contract at any time by giving a written notice of termination to Artist. If City gives such notice of termination, Artist shall immediately cease rendering services pursuant to this Contract. If City terminates this Contract:
(1) Artist shall, not later than five days after such notice of termination, deliver to City copies of all information prepared pursuant to this Contract.
(2) City shall pay Artist the reasonable value of services rendered by Artist prior to termination; provided, however, City shall not in any manner be liable for lost profits that might have been made by Artist 858
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
had the Contract not been terminated. In this regard, Artist shall furnish to City such financial information as in the judgment of the City is necessary for City to determine the reasonable value of the services rendered by Artist. The foregoing is cumulative and does not affect any right or remedy that City may have in law or equity.
30. Electronic Transmission Of Contract And Signature. By electronically signing this document in electronic form, Parties agree that this Agreement may be transmitted and signed electronically by all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California law and regulations, including but not limited to Civil Code Section 1633.7
CITY OF WEST SACRAMENTO
A Municipal Corporation
By: ________________________________
Amanda Berlin, Assistant City Manager
APPROVED TO AS FORM:
______________________________________
City Attorney
ATTEST:
______________________________________
City Clerk
ARTIST:
___________________________________
Roger Berry
_______________________________
Federal I.D. or Passport No.
___________________________________
Date of Birth
TYPE OF BUSINESS ENTITY (check one):
_____ Individual/Sole Proprietor
_____ Partnership
_____ Corporation (may require 2 signatures)
_____ Limited Liability Company
_____ Other (please specify: ________)
Attachments
Exhibit A: Artist Proposal
Exhibit B: Schedule for Performance
Exhibit C: Maintenance Report
859
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
EXHIBIT A
Artist Proposal
ARTWORK DESCRIPTION: Hitch (Existing Art Piece)
Roger Berry Biography
A prominent and highly respected Clarksburg sculptor, Roger Berry, who has been called a “monumental master” has been commissioned to make over 30 site-specific sculptural works for municipalities and corporations from the West Coast to the United Kingdom. Berry attended Raymond College at the University of the Pacific, Stockton, California and graduated in 1972.
Some of Berry’s widely known works include the Crossing in West Sacramento, set in the roundabout in the Ironworks neighborhood. From one view it is a grossing pattern from another rings within rings. Other works include Rising Wave (1979-1984) and Duplex Cone (1982) for the East Bay Regional Parks, Sisyphus (1983) in Dublin’s Civic Center, Melquiades (1984) in San Jose, Shadow of a Point (1987) in San Mateo, Annual Ring (1987-2009) at Santa Rosa Junior College, and Steel Eclipse for the Crocker Museum.
Berry has shown widely in galleries from Chicago and New York to San Francisco, and has served as president of the Crocker Art Museum, Association Board of Directors, visiting instructor in Sculpture at the University of California at Davis, design team member for San Francisco’s Embarcadero Parkway Master Plan, member of the California Arts Council’s Art in Public Buildings advisory panel, and fellow of the Djerassi Foundation in Woodside, California.
Hitch
Corten Steel
8’ x 11’ x 7.5’
$100,000
860
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
861
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
CONCEPT DESIGN AND LOCATION OF GROUND SURFACE
862
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
EXHIBIT B
Schedule of Performance
The following schedule shall be adhered to in the procurement of Work:
Start Date: Upon receipt of a Notice to Proceed (purchase order) from City.
Phase 1:
• Timing: Phase 1 to be completed by four months after Contract execution and after City payment, upon execution of this Contract, has been received by Artist.
• Description: Artist shall produce and release Work to the City and City’s contracted transportation and installation company to ship to Site.
Includes 100% completion of the Work and approval by City before transportation to site.
Phase 2
• Timing: Phase 2 to be completed one month after completion of Phase 1 • Description:
o Artist will need to receive acceptance of the installed Work by the City; o Complete and submit to City staff the Maintenance Report (Exhibit C); and o Submit 20 high resolution (300 dpi minimum) digital images documenting the processes of Work fabrication and installation and completed work.
In no event shall Artist begin work on any Phase or Milestone without first receiving a written Notice to Proceed from City.
The Notice to Proceed, or any approvals or other cooperation of City pursuant to this Contract, having an effect on creation and manufacturing of the Work, shall not be unreasonably withheld or delayed by City.
In case the Start Date occurs later than on March 1, 2025 or City is withholding or delaying its approvals or other cooperation of City pursuant to this Contract, all fixed dates in this Contract shall be re-scheduled accordingly.
863
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
EXHIBIT C
Maintenance Report
Artist:
Address:
Home Phone: Work Phone:
Studio Phone: Email Address:
1. Title of the Artwork:
2. Medium or material:
3. Edition information, if applicable:
4. Date and place executed:
5. Collaborating artist(s), if applicable.
6. Maker(s) other than Artist (fabricators, technicians), if applicable. Include names, addresses, phone numbers and element worked on.
7. Location of signature and copyright mark, if it occurs.
8. Exhibitions pertaining only to the above-named work, if any. 864
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
9. Published reviews or articles concerning the above named work.
10. Dimensions (please measure in both inches and centimeters; record height first, then width, then depth if needed or diameter; if a work is irregular or circular in shape, state as such in parenthesis; if work involves multiple pieces, measure the significant parts as well as the whole; measure the work separately from the frame or pedestal; include the dimensions of the frame or pedestal.)
11. Materials used in the execution of the Artwork (be technical and specific).
12. Technique or construction methods used in the execution of the Artwork (attach fabrication drawings, if necessary).
13. Material finish on the Artwork (glaze, paint color and type, sanding, grit, tool pattern, patina, surface sealer, etc.
865
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
14. Foundation/installation structure (include armature bolt/pin size, grout, etc.).
15. Handling instructions.
16. Artist’s statement about the Artwork (concept, message, relationship to site, etc.).
17. Describe recommended general routine maintenance and care for the Artwork (cleaning agent(s), procedure(s) timetable, etc.).
18. Special handling and/or storage instructions.
19. Special cautions or concerns regarding the Artwork.
20. Packing, shipping or storage instructions (should the need arise). 866
Attachment 3
Roger Berry
EDH25-018 – Washington District Neighborhood Park Art Piece Expires 02/01/2026
867
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 19, 2025 ITEM # 13
SUBJECT:
CONSIDERATION OF APPROVAL OF CONTRACT WITH CHANDLER ASSET MANAGEMENT, INC. FOR INVESTMENT MANAGEMENT SERVICES
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
Marc Rotteveel, Senior Finance Analyst
Finance Department
[ ] Council [X] Staff
[ ] Other
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The purpose of this report is to request Council approval of a contract with Chandler Asset Management for Investment Management Services for a three year term with options to extend for two additional one-year terms.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1. Approve a contract with Chandler Asset Management, Inc. for Investment Management Services for a three-year term with options for two additional one-year terms;
2. Authorize the City Manager or designee to execute the contract;
3. Authorize the City Manager or his designee to execute non-substantive changes and modifications, with approval from the City Attorney; and
4. Authorize the City Manager or his designee to execute amendments to extend the term of the contract.
BACKGROUND
On March 1, 2020, the City contracted with Chandler Asset Management, Inc. (CAM) after selecting them through a formal Request for Proposals to help the City manage investments, update the City’s Investment Policy, and develop investment strategies for the various types of funds the City maintains (pooled operating cash necessary for day-to-day operating cash flow, pooled idle cash on hand typically in reserves or capital funds not needed on an annual basis, but reserved for future capital projects or other identified needs in accordance with the legal restrictions placed on the funds, and bond proceeds and associated debt reserves) for a three-year term with options for two additional one-year terms. The terms now expire on February 28, 2025 and the city issued a request for proposal to contract for the same services.
ANALYSIS
The Finance Department issued a Request for Proposals for Investment Management and Advisory Services (24-070-RFP) on October 8. 2024. The City received five proposals from qualified firms prior to the November 4, 2024 deadline date. The evaluation committee, made up of staff from the Finance Department, including the Finance Analyst, Finance Supervisor, Finance Managers and Finance Director, reviewed and evaluated the proposals based on the selection criteria specified in the RFP The top two ranked firms were invited to participate in interviews with City staff. After interviewing the two firms, the evaluation team selected Chandler Asset Management to provide investment management services for the City. Chandler Asset Management has proven to be a dedicated, reliable and valuable partner in providing investment advisory services to the City over the past few years and the evaluation team believes this firm will continue to provide a good service at a reasonable cost.
Environmental Considerations
Not applicable
Commission Recommendation
Not applicable
868
Investment Management Services
February 19, 2025